Academic Division Administrative Assistant, Business and Applied Technology (FT), CF1N10042BTEC

College of DuPage

12d • $22 • Onsite

About The Position

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:
Provides general administrative support to the division including the Dean, faculty and staff.

Requirements

• Associates degree or equivalent combination of education and experience required.
• 2 years administrative experience required.
• Excellent clerical skills, including utilization of the MS Office suite, and Outlook required.
• Strong problem-solving and the ability to know when to escalate an issue required.
• Good written and verbal communication skills with proficiency in written and spoken English required.
• Ability to work autonomously and demonstrate initiative required.
• Strong organizational skills and ability to multi-task with frequent interruptions required.
• Demonstrates diplomacy and ability to maintain confidentiality required.

Nice To Haves

• Prior experience working in an academic office setting preferred.
• Prior experience utilizing MyAccess student system, Colleague and Business Objects/Advantage system preferred.

Responsibilities

• Provides general administrative support to the division including the Dean, faculty and staff.
• Provides day to day general administrative support to the Dean including scheduling meetings, maintaining outlook calendar and the full-time faculty evaluation schedule, preparing documents, coordinating travel and submitting reimbursements.
• Provides general office administrative support for other divisional staff and faculty.
• This may include ordering keys, prox card access, and maintaining a collection of textbook desk copies for new faculty.
• May act as front desk reception in division office.
• Acts as liaison between division faculty, staff, and students.
• Triage requests and concerns.
• Provides information or escalates issue as appropriate.
• Coordinates the scheduling, invite, and set up of events, meetings, conferences, seminars, and orientation programs offered by the division.
• This includes using the Astra room scheduling system, processing confirmation and invites, as well as Dining Services requisitions.
• Provides administrative support for Faculty searches including preparing and distributing packets for search committee(s), schedules interviews, coordinates travel arrangements, and arrange tours.
• Maintains full and part-time faculty database.
• Coordinates the logistics related to class cancellations for absences or prior to the beginning of the term.
• Maintains database of absences/substitutes.
• Processes absence reporting and substitute payments for faculty.
• Updates statistical report on number of classes and students affected.
• Contacts students and assists them in enrolling in an alternative class.
• Assists the Dean, Dean's designee, Faculty Coordinators, and Support Specialists with scheduling courses.
• This includes processing all forms to the Centralized Scheduling Office for standard and special rooms and labs.
• May assist with the input of load percentages and faculty assignments into Colleague.
• Assists in creating new administrative procedures and/or streamlining current procedures.
• Participates in program and committee meetings as well as represent the division on College-wide committees.
• Assists with the production of reports in Colleague and Business Objects and with updating the Astra Course Preferences listing, etc.
• Compile materials for special projects and maintains divisional office records.
• Interfaces with other Academic Divisions' administrative support staff to ensure consistent practices.
• Partners with the Division's Business Associate to provide seamless support to the Division.
• Other related duties as assigned.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree