Executive Assistant, Administrative Affairs (FT), CF3N30022ADMAF
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:
Provide administrative support often of a confidential nature, for the Vice President (VP), Administration and Treasurer.
Provide administrative support for the Vice President's office and serve as primary interface or contact with College staff.External contact with attorneys, external auditors, government agencies, financial advisors, underwriters, investment managers, ICCB staff, outside contractors and other community college administrators and staff.Manage day-to-day operations of the office including word processing duties, creating general correspondence and meeting minutes, draft replies to inquiries of the VP, prepare PowerPoint presentations and spreadsheet analysis as requested.Perform other complex statistical and/or financial data typing.Work with outside Insurance/Bond firms to acquire yearly Treasurer's Bonds in the appropriate amount for Statutory Treasurer's Bond and Capital Improvement Treasurer's Bonds and prepare Board Approval Transmittal Letter for same.Coordinate Treasurer's Advisory Committee three (3) times per year with Bankers/Investors from outside agencies.Act as the Hire Touch Human Resources Superuser for all HR requisitions in Administrative Affairs.Act as a Mercury Commerce Superuser.Follow-up on and approve purchase requests in the VP's absence or per their instructions.Input and monitor budget for the VP.Prepare yearly Prevailing Wage Act Resolution for the Board of Trustees.Arrange for Legal Notice to be printed and file copies with the Illinois Department of Labor.Keep abreast of departmental and institutional deadlines and keep Administrative Affairs Management staff on task with deadlines.Coordinate Hiring Committee activities for both local and nationwide searches for administrative staff reporting to the VP.Coordinate travel arrangements, conference registrations, vehicle requests and reimbursement for travel for the VP.Coordinate Administrative Affairs Division and Deferred Compensation Plan Committee meetings, including preparing agendas, minutes and follow-up on activities for these committees.Serve as records manager for the Administrative Affairs Division.Maintain the office files of the division.Provide advice to records managers in subordinate departments on proper records management procedures.Answer, screen and direct telephone calls.Sort and screen daily mail.Provide authoritative information to staff, students and community.Compile and prepare write-ups/reports for monthly Board of Trustees meetings.Coordinate review and approval process for Board Items for all direct reports to the VP.Maintain calendar and schedule appointments for the Vice President, Administration and Treasurer.Receive visitors, community members and students, either by appointment or walk-in, in a professional and pleasant manner.Serve as notary public and coordinate all notary publics on campus, process applications and bond renewals.Other related duties as assigned.
Qualifications:
- Education
- Associate's degree or equivalent
related years of experience required.
- Experience
- Minimum of four (4) years of executive-level
administrative support experience required, ideally in a senior leadership or
executive office with a financial focus required.
- Demonstrated proficiency in Microsoft Office
(Word, Excel, PowerPoint, Outlook) and comfort learning new platforms quickly
required. Familiarity with ERP systems preferred.
- Exceptional written and verbal communication
skills, including the ability to draft polished correspondence and edit with a
discerning eye, required.
- Proven ability to manage