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
The Executive Assistant provides high-level operational, administrative, and strategic support to the Vice President of Analytics, Strategy, and Research to ensure efficient and effective leadership operations. This role is responsible for managing complex and dynamic priorities, coordinating communications, and overseeing key administrative and operational processes with a focus on accuracy, discretion, and proactive problem-solving. The Executive Assistant serves as a key liaison with internal and external stakeholders, fostering seamless collaboration across the College while supporting critical initiatives, project coordination, and executive reporting.
- Manage and prioritize the Vice President's complex calendar, anticipating needs, ensuring alignment with strategic priorities and proactively resolving scheduling conflicts.
- Serve as a primary point of contact on behalf of the Vice President, exercising sound judgment in triaging communications, responding as appropriate, and escalating matters when necessary.
- Coordinate and execute meetings and events, including booking in the College's scheduling system, preparing agendas and materials, arranging technology, and partnering with Conference and Events, Scheduling, Custodial, and other departments to ensure seamless execution.
- Prepare, review, and ensure accuracy of executive-level materials, including presentations, reports, proposals, statistical tables and charts, data summaries, and correspondence.
- Exercise professional judgment in applying word processing and graphic arts skills to prepare internal and external reports, documents and publications (e.g., Strategic Long Range Plan, Fact Book, etc.) for final publication.
- Oversee administrative and operational functions of the Analytics, Strategy, and Research Office, ensuring efficient workflows and consistent processes and establishing new processes as needed.
- Serve as collaborative bridge between the Analytics, Strategy and Research and other campus stakeholders to facilitate college-wide institutional effectiveness initiatives.
- Coordinate, support, and advance departmental projects and initiatives by tracking timelines, scheduling meetings, managing documentation and shared virtual workspaces, following up on deliverables, and facilitating communication among stakeholders.
- Organize, schedule, and provide administrative support for shared governance groups led or convened by the Vice President.
- Compile and maintain executive status report on projects sponsored by the Vice President including timelines, milestones, outcomes, routine progress updates, and potential blockers of project progress.
- Coordinate domestic and international travel arrangements for the Vice President and select team engagements led by the Vice President, including itineraries and logistics.
- Respond directly to requests for existing data and route other requests to appropriate professional staff.
- Maintain and update internet and portal site content as assigned (e.g., Office of Research and Analytics, Strategic Long Range Plan Advisory Committee, Institutional Effectiveness Council, etc.).
- Maintain, organize and archive departmental materials, records and files and handle highly confidential and sensitive information with discretion.
- Serve as the department's "Budget User," ensuring that the department's budget is accurately entered and maintained in the automated budget system, and being the point of contact for purchasing in support of the Vice President's budget.
- Support purchasing materials and services through the Vice President's office, shepherding purchases through the College's processes.
- Supervise departmental temporary staff and work-study student(s).
- Other related duties as assigned.
Qualifications
Education
- Associate's degree (or equivalent experience) required.
- Bachelor's degree preferred.
Experience
- Four (4) or more years of experience supporting senior executives, preferably in a College or University administrative setting.
- Excellent verbal and written communication skills required.
- Proven ability to accurately proofread and edit documents required.
- Proven ability to manage multiple priorities and deadlines simultaneously, including attention to detail with accuracy.
- Demonstrates discretion and confidentiality required.
- Working knowledge of basic descriptive statistics required.
- Proficient in use of MS Office programs including Word, Excel, PowerPoint, Access, and Outlook required.
- Able to exercise sound judgment, tact, and diplomacy required.
- Ability to interact well with all levels of college staff and external stakeholders required.
- Must be self-motivated and capable of working autonomously yet function as integral part of a team required.
- Competency in office and data applications and creative presentations of research and statistical data preferred.
- Previous experience supporting institutional planning, accreditation, and reporting functions preferred.
Working Conditions
Networked PC's, laser printers, scanners, memory calculator, copier, fax machine, and memory typewriter.
Professional office environment with occasional lifting of cases of paper.
This position requires a background check and drug screen.
Hiring Range
10 Hourly/Starting salary beginning at $28.88/hourly, based on education and experience.
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. The College of DuPage is committed to recruiting and retaining high performing talent to our institution, continuing our tradition of excellence. We encourage all people across the broad spectrum of those communities we serve to explore and apply for positions at COD for which they believe they are qualified.
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/3161?c=cod.