Executive Assistant, Facilities (FT), CF3N34052FOM

College of DuPage; Northern (KY); Hybrid; USD 39,000 - 47,000; Full time

Benefits offered by this job

Paid time off

Tuition discounts for employees and/or

Medical, dental, vision insurance from

Retirement benefits

Job summary

The College of DuPage in Glen Ellyn, IL seeks an Executive Assistant, Facilities to support the Facilities leadership with budget oversight, reporting, and daily operations. Under limited direction, you will manage staff, prepare correspondence, compile reports, and maintain calendars and board materials.

You will coordinate meetings, assist with vendor relations, and ensure accurate documentation for construction projects, RFQs/RFPs, and FOIA requests, while delivering high-quality

Qualifications

• Five (5) years high level office experience with exposure to educational data processing systems.
• Experience in accounts payable functions and/or fund accounting.
• Excellent coordination and communication skills.
• Proficiency in MS Word, Outlook, Excel, PowerPoint, Adobe Acrobat and web software.
• Ability to learn other software programs as needed.

Responsibilities

• Coordinate, supervise and assign work of support staff including administrative assistants and student workers.
• Conduct annual evaluations of support staff.
• Supervise and monitor the handling of service-related calls and emails to the Facilities Call Center.
• Coordinate and monitor project and department budgets under the direction of Directors; monitor monthly expenditures.
• Prepare letters, memos, reports and other narrative/statistical materials.

Skills

Coordination

Communication

Autonomy

Attention to detail

Budgeting awareness

Education

Associates Degree in Office Technology or related field

Bachelor's Degree in Office Technology or related field

Tools

MS Word

Outlook

Excel

PowerPoint

Adobe Acrobat

Web software

Job description

Executive Assistant, Facilities (FT), CF3N34052FOM

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:

Under limited administrative direction, perform work of considerable difficulty related to department operations, including support staff, cost tracking, budgeting, public relations, and statistical reporting. In the Director's absence, assume responsibility for maintaining departmental workflow and continuity of operations as assigned.

• Coordinate, supervise and assign work of support staff including administrative assistants and student workers.
• Conduct annual evaluations of support staff.
• Supervise and monitor the handling of service-related calls and emails to the Facilities Call Center (4440). Serve as administrator for the web-based facility maintenance program. Create work order reports.
• Coordinate and monitor project and department budgets under the direction of Directors; monitor monthly expenditures including generating purchase orders, tracking and paying invoices.
• Coordinate with Facilities Leadership for effective accounting and coordinate annual preparation of budget.
• Maintain records and implement correspondence for budget and construction projects; prepare letters, memos, reports and other narrative/statistical materials.
• Schedule meetings, attend meetings, prepare agendas and compile meeting minutes; prepare materials and presentations for Board Meetings and other committee meetings and events.
• Monitor and facilitate clerical support for multiple managers.
• Research, obtain documents and gather information requested by Directors and Managers, the Board of Trustees, the President and for Freedom of Information requests.
• Coordinate with Directors, Managers, Administrative Affairs and Board Secretary in preparing monthly Board package information including Board recommendation letters for contract awards and change orders in a timely fashion to meet critical deadlines.
• Conduct customer follow-up with both College employees and outside contacts.
• Monitor and facilitate employment papers for department employees including submitting HR Requisitions, Notice of Change Forms, Job Descriptions, etc.
• Assist with Administrative tasks in all areas of Facilities.
• Assist in creating new procedures and/or streamlining current projects.
• Coordinate with External Relations and project managers to provide web site information and updates.
• Responsible for editing and issuing Official Communication notices relating to construction and facilities.
• Gather, verify accuracy and edit the Facilities Design Criteria and maintain a procedure manual.
• Coordinate and transmit contracts and confidential information relating to department projects with College legal counsel.
• Schedule appointments and meetings and maintain calendar for Director and Managers; set-up conferences and meetings including invitations, facility requests and dining services; make arrangements for off-campus travel and prepare itineraries; prepare and process travel reports for Facilities Planning and Construction staff.
• Prepare and coordinate work for the issuance of RFQs and RFPs.
• Maintain inventory and order office supplies.
• Other related duties as assigned.

Qualifications:

• Education
  • Associates Degree in Office Technology or related field required.
  • Bachelor's Degree in Office Technology or related field preferred.
• Experience
  • Five (5) years high level office experience with exposure to educational data processing systems required.
  • Experience in accounts payable functions and/or fund accounting required.
  • Close attention to detail and ability to work under pressure to meet deadlines in an office with frequent interruptions required.
  • Ability to work autonomously with little or no supervision on multiple projects which may involve simultaneous deadlines required.
  • Excellent coordination and communication skills required.
  • General knowledge of construction project coordination required.
  • Proficiency in MS Word, Outlook, Excel and PowerPoint, Adobe Acrobat and web software required.
  • Ability to learn other software programs as needed required.
  • Proficiency in written and spoken English required.
  • More than five (5) years of above experience preferred.
  • Or equivalent combination of education and experience preferred.
  • Knowledge of facilities operations preferred.

Working Conditions:

• Computer systems, printers, modem, internet, copier, scanner, projection systems, calculator, FAX, telephone, radio and file system.
• General office environment.
• Valid Illinois Driver's License and ability to drive to on and off-campus locations.
• Regular 40 hour work with adjustments to schedule during peak workload times.
• This position requires a background check and drug screen.

We do not offer visa sponsorship for this position. Candidates must be legally authorized to work in the United States without restriction.

Hiring Range:

10 Hourly Starting salary beginning at $28.88/hourly, based on education and experience

If you require assistance or accommodations during the application or interview process, please notify Human Resources by [e-mail]

Competitive startingpay isdependent on education and experience.College of DuPage also offers a generous benefits planwhich 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.