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r
rDepartment Administrative Assistant (FT), CFRN34049FOM
r
rDepartment 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 retirem
