Department Administrative Assistant, Intercultural Student Initiatives

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 administrative support to the Intercultural Student Initiatives. Key duties include managing budgets, handling communications, maintaining reports and records, and assisting with events and student worker supervision. This role helps ensure smooth daily operations and supports collaboration and communication across the college.

Coordinate and support departmental communications, including drafting, proofreading, and distributing internal and external correspondence, emails, reports, and promotional materials.

Respond to phone calls and emails, ensuring accurate information is provided regarding departmental programs, student services, events, and community partnerships.

Provide general administrative support, including scheduling appointments, managing calendars, room reservations, and preparing meeting materials.

Assist with meeting coordination, take meeting minutes, maintain organized records, and follow up on action items as required.

Manage and process travel arrangements such as flight bookings, hotel accommodations, ground transportation, conference registrations, and related expense reimbursements.

Track, monitor, and reconcile departmental budgets, verifying account codes, processing budget transfers, and ensuring expenses align with approved budgets and timelines.

Process various administrative forms, including reimbursements, purchase requests, leave reports, work orders, and HR forms, ensuring accuracy and timely submission.

Collect, analyze, and report program and departmental data, preparing periodic reports to assist with assessment, planning, and decision-making processes.

Maintain and troubleshoot department systems and databases to ensure data integrity and operational efficiency; systems may include ASTRA, Colleague, Webfront, and Outlook.

Supervise and coordinate student workers, including task assignment, time sheet collection, payroll processing, and fostering a positive and productive work environment.

Assist in the planning and coordination of departmental programs, student services, events, and initiatives, ensuring logistical support and effective execution.

Perform routine clerical tasks such as filing, copying, organizing supplies, and performing receptionist duties.

Deliver materials and provide administrative support for off-site locations, such as regional centers or community partners, when needed.

Collaborate with other administrative coordinators and college departments to ensure smooth operations and consistent support across units.

Perform additional duties and special projects as assigned in support of department and college-wide priorities.

Collaborate with other administrative staff and, when needed, work on behalf of the Division of Organizational Development to support projects and priorities.

Other related duties as assigned.

Qualifications:

Education

High school diploma plus some college-level office technology courses required.

Experience

Two (2) to three (3) years administrative secretary experience at a community college, higher education or managerial setting required.

Experienced in projects, events, and office management support for management level personnel.

Proficiency in written and spoken English and Spanish required.

Good working knowledge of Microsoft Windows, Excel, and Outlook required

Working Conditions:

Computer and printers, calculator, telephone, copy machine, and fax machine.

Operate appropriate office equipment.

This position requires background check and drug screen at the College's expense.

Hybrid Remote Eligible: YES

Hiring Range:

6 Hourly/Starting salary beginning at $20.14/hourly, based on experience. Competitive starting pay is dependent on education and experience. College of DuPage