Job Details

Department Administrative Assistant (FT), CFRN34049FOM

Position Number: 6175544
Location: Glen Ellyn, IL
Position Type: Secretary and Administrative Assistants

Department Administrative Assistant (FT), CFRN34049FOM

Department Administrative Assistant (FT), CFRN34049FOM
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 general supervision, provides administrative support to the Facilities Department in order to ensure successful day-to-day operations. Provide front-line customer service in person, on the telephone and via e-mail to ensure work orders are accurately received, distributed, and tracked in a timely manner.

Using decision-making and problem-solving, ensure that Faculty, Staff, students and Community Members' facility-related needs and requests are reasonably accommodated in a timely manner.

Act as point of contact for Facilities Department in the absence of the Administrative Assistant VI and perform select duties in AA VI's absence.

Responsible for the daily operation of all clerical functions for the department such as answering phones, typing correspondence, distributing mail, data entry, filing and scanning documents, and preparing reports and other narrative/statistical materials.

Design, develop and maintain databases and spreadsheets in order to log and track information specific to the successful operations of the Facilities Department.

Maintain Pest Control Log and retain Pest Control Reports. Communicate issues with vendor on a weekly basis to ensure accuracy of location to resolve reported issues.

Schedule meetings and maintains calendars for conference rooms and managers.

Assist in researching and preparing materials for FOIA requests, the preparation of ICCB documentation, and the completion of special projects as assigned.

Process and track contracts, vendor intake forms, requisitions, purchase orders, and invoices for the department and monitor and procure office supplies as needed.

Update pertinent Facilities procedural documentation to ensure accurate information is maintained for successful day-to-day operations.

Communicate appropriately in-person, by phone or email to COD faculty, staff, students, and community members providing excellent customer service including high-priority assistance as required.

Direct outside architects, engineers, consultants, vendors and contractors to appropriate personnel.

Answer and receive calls.

Utilize Work Order Platform to create, maintain, and monitor Operations work orders.

Generate reports as requested by managers.

Batch close, batch print and create monthly maintenance work orders as needed.

Other duties as assigned.

Qualifications:

Education
- High school diploma or equivalent with some college courses in Office Technology required.
- Associate's Degree preferred.

Experience
- Three (3) years of experience in a fast-paced office environment required.
- Ability to complete tasks accurately and independently and work collaboratively to resolve issues required.
- Proficiency in Microsoft Word, Outlook, Excel, and PowerPoint with experience creating, maintaining and updating databases and spreadsheets required.
- Excellent communication and customer service skills with experience resolving issues appropriately, tactfully, and confidentially required.
- Proficiency in typing and in written and spoken English required.
- Experience in a fast-paced maintenance environment including handling a radio system and knowledge of proper radio communication etiquette for communicating issues and dispatching workers preferred.

Working Conditions:

Computer systems, printers, internet, copier, scanner, projection systems, calculator, fax machine, telephone, radio, and file system. general office environment.

This position requires a background check and drug screen.

Hybrid Remote Eligible: Yes

Hiring Range:
6 Hourly/$20.14/hourly

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.

To apply, visit https://cod.csod.com/ux/ats/careersite/4/home/requisition/2456?c=cod