Administrative Assistant (FT), CFRN42155IS

College of DuPage • Glen Ellyn, IL • 1d ago

This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12828953

rAdministrative Assistant (FT), CFRN42155IS

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:

Perform all primary administrative assistant duties for Director of Information Technology Services. Perform administrative duties to assist Information Technology staff.

Perform primary administrative assistant duties such as preparing and composing correspondence, reports, agendas, schedules, and letters for the Director of Information Technology Services.

Organize meeting packets for committees and teams and maintain related documents/files - agendas, minutes, request forms.

Maintain all electronic and hardcopy documents, files, directories, requisitions, agendas and minutes, for the Director of Information Technology Services.

Organize and manage all support functions necessary for special projects required by the Director of Information Technology Services.

Oversee and assign work to the Information Technology Department\'s Administrative Asst III position and manage front office operation for Information Technology Department.

Act as supervisor to approve time entry.

Provide administrative support for the entire Information Technology Department that includes use of Astra, Concur, and Mercury Commerce.

Schedule meetings and rooms for the Director of Information Technology Services and Information Technology staff as needed, using online scheduling system and MS-Outlook.

Assist Information Technology management staff with budget and Board of Trustees related tasks.

Responsible for maintaining requests, problem reports and projects in both incoming and completed log books.

Perform data entry into related databases.

Distribute copies of related requests and problem report memos and project documents to appropriate college staff.

Manage incoming/outgoing security request forms.

Verify/seek appropriate approvals prior to processing.

Assist the Director of Information Technology Services in creation and maintenance of electronic files (i.e., Visio and Excel) for projects.

Perform storage tasks for Information Technology department staff related to completed projects.

Develop training videos for viewing by students and college staff using Camtasia software.

Publish completed videos in the portal.

Responsible for creating electronic forms, surveys, and other documentation for the Director of Information Technology Services and Information Technology staff members.

Serve as administrator of Survey Monkey tool for entire college.

Work directly with external vendors regarding license renewals, determining needed contract documents.

Maintain Employee Leave system proxies in Colleague for all college users.

Determine validity of incoming requests.

Install update forms/org charts into employee portal libraries for reference by college staff.

Determine validity ofsubmitted documents.

Perform storage tasks related to completed projects.

Provide confidential and non-confidential communications and reports to departments within Information Technology and other College departments.

Perform front office tasks as needed.

Other duties as assigned.

Qualifications:

Education

Associates Degree or an equivalent combination of education and

experience from which comparable knowledge and abilities can be acquired required.

Experience

Two (2) years\' experience in support position for a high

traffic/high customer contact office required.

Must be able to work autonomously, assume responsibility and

maintain comprehensive and accurate data required.

Proficient in MS-Office applications required.

Proficient in the written and spoken English language required.

Five (5) or more years of experience with above skills at a

community college or similar @type office preferred.

Working Conditions:

Computer, multi-lined phone, fax and copiers.

Large amount of work on computer.

Heavy phone and customer contact.

Occasional light lifting up to 25 poun

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