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College of DuPage · 10 hours ago

Department Administrative Assistant, Dual Credit Dual Enrollment (FT), CFRN19090AA

Glen Ellyn, IL

Full-time

Onsite

Entry Level

$20/hr - $20/hr

2+ years exp

The College of DuPage is a comprehensive community college located west of downtown Chicago, dedicated to student success and community engagement. The Department Administrative Assistant for Dual Credit and Dual Enrollment provides essential administrative and organizational support to ensure the smooth functioning of the department, including program coordination, data management, and communication.

Higher Education

Responsibilities

Provides administrative and organizational support to the Dual Credit and Dual Enrollment Programs, including the manager and assist program staff

Assists with program coordination, data management, communication, scheduling, and office operations to ensure the smooth functioning of the department

Provides day to day general administrative support to the manager including scheduling meetings, maintaining Outlook calendar, preparing documents and reports, and arranging travel

Responsible for maintaining new course requests and tracking progress in incoming and completed documents

Prepares agendas, takes detailed minutes at program/committee meetings, and tracks follow-up items to ensure timely completion

Provides general office administrative support for program. This may include ordering supplies, reserving meeting rooms, and ensuring necessary equipment is available

Assists with processing new dual credit faculty paperwork and faculty assignments. May assist with scheduling courses. This includes processing all forms to the Centralized Scheduling Office

Provides logistical support (room scheduling, invitations, confirmations) for program meetings and events as directed, in coordination with specialist

Maintains dual credit and dual enrollment contact lists, instructor lists, statistical course offering data, and other related items

Maintains and track agreements and MOUs with partners, distributing when completed or requested

Maintains and track professional development activities for the office and for reporting to Illinois State Board of Education

Assists with the production of reports in Colleague, Business Objects, DualEnroll, and other College reporting systems

Assists with the investigation, organization, interpretation and preparation as appropriate responses (verbal and in writing) for inquiries/matters received regarding Dual Credit and Dual Enrollment. Maintains detailed records

Compiles materials for special projects and maintains program records

Monitors program timelines and deadlines, assists the manager in prioritizing tasks, and ensures program calendars and schedules are up to date

Provides administrative support during peak registration period, in coordination with the registration specialist

Assists in responding to Dual Credit questions and concerns in person, by telephone or by email, making proper referrals, if required. Provides information or escalates issue as appropriate. Ensures timely communication and coordination between internal staff, faculty, high school partners, and College departments

Assists with departmental events and participates in program and committee meetings

Interfaces with other administrative support staff to ensure consistent practices

Assists with the logistics related to dual enrollment cohort sponsorships and billing

May act as front desk reception in shared office suite

Assists in creating new administrative procedures and/or streamlining current procedures

Assists in the monitoring and tracking of grant activities and reporting requirements, including the Perkins Grant

Works with external vendors with requesting and tracking contractual agreements and payments through the College's systems

Assists with ensuring that Dual Credit agreements, course syllabi and high school instructor credential files comply with ICCB criteria

Assists with monitoring budgets, verifying account numbers, and tracking expenses. Processes and tracks college-funded Dual Credit/Dual Enrollment requisitions through the College's purchasing software

Submits supply orders and maintain inventories of supplies and materials for Dual Credit

Other duties as assigned

Qualification

Microsoft Office SuiteOrganizational skillsCommunication skillsOffice ManagementProblem-solvingMulti-taskingDiplomacyDual CreditAcademic office experienceAttention to detailSelf-motivatedConfidentiality