College of DuPage
Executive Assistant (FT), CF3N40972RP
College of DuPage, Chicago, Illinois, United States, 60290
Executive Assistant (FT), CF3N40972RP
The College of DuPage is a comprehensive community college located 27 miles west of downtown Chicago, vitally connected to our local area for over 50 years. We prepare students for a lifelong passion for learning on our 273-acre campus which is home to nine associate degrees and a wide variety of professional and technical certificates. Many of these credentials prepare students to seamlessly articulate into the baccalaureate programs of our higher education partner institutions.
College of DuPage is committed to student success and values an inclusive and welcoming community environment. We are an equal opportunity employer committed to diversity in the workforce. Our connection to the larger metropolitan area is essential to our success and provides a wealth of diverse cultural and recreational opportunities.
Primary Duties and Responsibilities:
The Executive Assistant provides high-level independent administrative support to the VP of Planning Performance Technology, ensuring smooth operations by managing schedules, communications, and administrative functions. Decision authority on tasks under the executive area such as defining department administrative procedures and operations. Office management including project intake and tracking, document production management, and survey deployment and tracking. Performs high level secretarial and production assistant duties for Vice President. Work demands precision, technical complexity and judgment under stringent deadlines for meeting state and federal reporting requirements, project requirements, and client information needs. Provide administrative support for the Vice President of Planning, Performance and Technology. On behalf of the Vice President, coordinate high priority projects within the departments collaborating with a variety of individuals. Act in an office manager role, assisting other members of the leadership team to coordinate administrative tasks in the PPT division. Exercise professional judgment in applying word processing and graphic arts skills to prepare internal and external reports, documents and publications for final publication. Proofread and edit statistical and narrative documents, reports and publications (e.g., Strategic Long Range Plan, Fact Book, etc.) for syntax and accuracy of content (data and narrative). Plan and execute meetings and events for the Vice President and the division including scheduling, sending meeting invitations, catering, planning activities, arranging appropriate technology and coordination with other College departments such as Conference and Events, Scheduling, and Custodial. Prepare summary reports from college systems and perform other departmental projects -- both statistical and narrative -- using MS Office and other appropriate software applications. Serve as primary coordinator for IR project intake and tracking, survey deployment, document production and management. Respond directly to requests for existing data. Preview and route other requests to appropriate professional staff. Evaluate client information requests and coordinate with office staff. Maintain and update internet and portal site content as assigned (e.g., Office of Research and Analytics, Strategic Long Range Plan Advisory Committee, Institutional Effectiveness Council, etc.). As Division Records Custodian, oversee records retention and disposal in accordance with State of Illinois Local Records Act, COD Board Policy, and Administrative Procedure. Identify and coordinate with Department Records Delegates from all PPT departments. Acquire working knowledge of specialized data management and data analysis software, (e.g. Adobe Acrobat, Remark OMR), and be able to retrieve files and coordinate distribution. Manage data file downloads and back-ups of state, federal and regional accreditation data for the office. Perform secretarial and office management duties including maintaining master office calendar and schedule of projects and events; maintaining the daily college enrollment history and disseminate to college staff; receptionist duties including answering phone, opening and distributing mail; managing central filing systems for the office; performing data entry into PC/network databases; recommending office policies and procedures; maintaining office policy and procedure manual; maintaining the office equipment and supply inventory; training departmental staff on office equipment operation; and reserving and scheduling meetings and rooms, processing staff payroll records, and coordinating related activities. Serve as budget coordinator for the Research & Analytics department and PPT division office assisting and overseeing that the budget is accurately entered and maintained in the automated budget system, and oversee transactions for the department. Prepares and reviews budget requests, monitors budget spending, accounts, contracts. Processes, monitors and reviews invoices, purchase orders, RFPs, contracts, and maintains documentation for the VP and R&A department as needed, and being the point of contact for departmental purchasing. Supervise departmental temporary staff and work-study student(s). Other related duties as assigned. Qualifications:
Education
High School Diploma and two years of college-level courses in Office Technology Information or related field required. College Degree in Office Technology Information or related field preferred; Bachelors Degree preferred.
Experience
Three (3) years in a college or business work setting required. Comfortable with detail, both statistical and narrative required. Proficient in written and spoken English required. Proven ability to accurately proofread and edit documents required. Ability to multitask and prioritize daily workload required. Demonstrates discretion and confidentiality required. Working knowledge of basic descriptive statistics required. Proficient in use of MS Office programs including Word, Excel, PowerPoint, Access, and Outlook required. Able to exercise sound judgment, tact, and diplomacy required. Ability to interact well with all levels of college staff and external stakeholders required. Must be self-motivated and capable of working autonomously yet function as integral part of a team required. Four (4) or more years of experience supporting senior executives, preferably in a College or University administrative setting. Competency in office and data applications and creative presentations of research and statistical data preferred. Or equivalent combination of education and experience preferred.
Working Conditions:
Networked PCs, laser printers, scanners, memory calculator, copier, fax machine, and memory typewriter. Professional office environment with occasional lifting of cases of paper. This position requires a background check and drug screen. Hiring Range:
Classified 10 Hourly/28.88 - 31.76 Competitive starting pay is dependent on education and experience. College of DuPage also offers a generous benefits plan which includes paid time off, tuition discounts for employees and dependents, medical, dental, vision effective the first day of employment, and retirement benefits in a collaborative and friendly environment. College of DuPage is an equal opportunity employer. We are committed to diversity and creating an inclusive environment for all employees. College of DuPage does not discriminate against individuals in employment opportunities, programs and/or activities on the basis of race, color, religion, gender, sexual orientation, age, national origin, ancestry, veterans' status, marital status, disability, military status, unfavorable discharge from military service, or on any other basis protected by law.
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The Executive Assistant provides high-level independent administrative support to the VP of Planning Performance Technology, ensuring smooth operations by managing schedules, communications, and administrative functions. Decision authority on tasks under the executive area such as defining department administrative procedures and operations. Office management including project intake and tracking, document production management, and survey deployment and tracking. Performs high level secretarial and production assistant duties for Vice President. Work demands precision, technical complexity and judgment under stringent deadlines for meeting state and federal reporting requirements, project requirements, and client information needs. Provide administrative support for the Vice President of Planning, Performance and Technology. On behalf of the Vice President, coordinate high priority projects within the departments collaborating with a variety of individuals. Act in an office manager role, assisting other members of the leadership team to coordinate administrative tasks in the PPT division. Exercise professional judgment in applying word processing and graphic arts skills to prepare internal and external reports, documents and publications for final publication. Proofread and edit statistical and narrative documents, reports and publications (e.g., Strategic Long Range Plan, Fact Book, etc.) for syntax and accuracy of content (data and narrative). Plan and execute meetings and events for the Vice President and the division including scheduling, sending meeting invitations, catering, planning activities, arranging appropriate technology and coordination with other College departments such as Conference and Events, Scheduling, and Custodial. Prepare summary reports from college systems and perform other departmental projects -- both statistical and narrative -- using MS Office and other appropriate software applications. Serve as primary coordinator for IR project intake and tracking, survey deployment, document production and management. Respond directly to requests for existing data. Preview and route other requests to appropriate professional staff. Evaluate client information requests and coordinate with office staff. Maintain and update internet and portal site content as assigned (e.g., Office of Research and Analytics, Strategic Long Range Plan Advisory Committee, Institutional Effectiveness Council, etc.). As Division Records Custodian, oversee records retention and disposal in accordance with State of Illinois Local Records Act, COD Board Policy, and Administrative Procedure. Identify and coordinate with Department Records Delegates from all PPT departments. Acquire working knowledge of specialized data management and data analysis software, (e.g. Adobe Acrobat, Remark OMR), and be able to retrieve files and coordinate distribution. Manage data file downloads and back-ups of state, federal and regional accreditation data for the office. Perform secretarial and office management duties including maintaining master office calendar and schedule of projects and events; maintaining the daily college enrollment history and disseminate to college staff; receptionist duties including answering phone, opening and distributing mail; managing central filing systems for the office; performing data entry into PC/network databases; recommending office policies and procedures; maintaining office policy and procedure manual; maintaining the office equipment and supply inventory; training departmental staff on office equipment operation; and reserving and scheduling meetings and rooms, processing staff payroll records, and coordinating related activities. Serve as budget coordinator for the Research & Analytics department and PPT division office assisting and overseeing that the budget is accurately entered and maintained in the automated budget system, and oversee transactions for the department. Prepares and reviews budget requests, monitors budget spending, accounts, contracts. Processes, monitors and reviews invoices, purchase orders, RFPs, contracts, and maintains documentation for the VP and R&A department as needed, and being the point of contact for departmental purchasing. Supervise departmental temporary staff and work-study student(s). Other related duties as assigned. Qualifications:
Education
High School Diploma and two years of college-level courses in Office Technology Information or related field required. College Degree in Office Technology Information or related field preferred; Bachelors Degree preferred.
Experience
Three (3) years in a college or business work setting required. Comfortable with detail, both statistical and narrative required. Proficient in written and spoken English required. Proven ability to accurately proofread and edit documents required. Ability to multitask and prioritize daily workload required. Demonstrates discretion and confidentiality required. Working knowledge of basic descriptive statistics required. Proficient in use of MS Office programs including Word, Excel, PowerPoint, Access, and Outlook required. Able to exercise sound judgment, tact, and diplomacy required. Ability to interact well with all levels of college staff and external stakeholders required. Must be self-motivated and capable of working autonomously yet function as integral part of a team required. Four (4) or more years of experience supporting senior executives, preferably in a College or University administrative setting. Competency in office and data applications and creative presentations of research and statistical data preferred. Or equivalent combination of education and experience preferred.
Working Conditions:
Networked PCs, laser printers, scanners, memory calculator, copier, fax machine, and memory typewriter. Professional office environment with occasional lifting of cases of paper. This position requires a background check and drug screen. Hiring Range:
Classified 10 Hourly/28.88 - 31.76 Competitive starting pay is dependent on education and experience. College of DuPage also offers a generous benefits plan which includes paid time off, tuition discounts for employees and dependents, medical, dental, vision effective the first day of employment, and retirement benefits in a collaborative and friendly environment. College of DuPage is an equal opportunity employer. We are committed to diversity and creating an inclusive environment for all employees. College of DuPage does not discriminate against individuals in employment opportunities, programs and/or activities on the basis of race, color, religion, gender, sexual orientation, age, national origin, ancestry, veterans' status, marital status, disability, military status, unfavorable discharge from military service, or on any other basis protected by law.
#J-18808-Ljbffr