Administrative Assistant, Enrollment Services (FT), Cf2n40642ais

Administrative Assistant, Enrollment Services (FT), CF2N40642AIS

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 Administrative Assistant provides high-level administrative and operational support to the Executive Director of Admissions, Outreach & Enrollment Services. This position requires a high degree of professionalism, confidentiality, and independent judgment in managing sensitive student and staff issues, overseeing enrollment-related budgets, and coordinating strategic meetings and communications across multiple divisions. The Administrative Assistant serves as a liaison to internal and external stakeholders, ensuring seamless collaboration across the institution while handling critical projects and reporting.

Assist the Executive Director and Enrollment Services Leadership team in handling confidential student and staff issues.

Handle highly sensitive student and staff issues with discretion and professionalism and Serve as PROXY for LRF, approval delegate for Concur, and alternate approver for timesheets.

Assist the Executive Director in preparing high-level reports on enrollment trends, initiatives, and outcomes.

Monitor correspondence for potential issues and flag concerns for the Executive Director.

Prepare for board meetings, including compiling reports, presentations, and relevant documentation.

Schedule and coordinate Strategic Enrollment Management (SEM) Charge Team and task force meetings.

Serve as a liaison between the Executive Director and key college departments, including Academic Affairs, Student Services, Administrative Affairs, IT, Marketing, HR, and the President\'s Office.

Assist in managing and tracking budgets for Admissions & Outreach, Enrollment Services, International Student Services, and Campus Central.

Process and monitor financial transactions, purchase requests, and expenditures.

Oversee vendor relations, serving as the direct contact for external partners and service providers.

Maintain the Executive Director\'s calendar, streamline appointments, and manage scheduling priorities.

Organize and oversee the preparation and distribution of materials for search committees and hiring processes.

Determine and curate pertinent materials for the Executive Director\'s use in meetings and strategic initiatives.

Manage paperwork and communications with HR, ensuring timely and accurate submission of documents.

Assist with special projects, for cabinet and president at their request, including scheduling meetings, providing meeting reports, support project manager.

Oversee all aspects of inventory control such as ordering supplies, stationary and envelopes, business cards, name tags and marketing materials.

Complete telephone and maintenance work orders, equipment service orders, equipment and furniture disposal orders, and Staff Service orders for the office.

Coordinate travel arrangements for the Executive Director and complete appropriate travel expenses through Concur in accordance with the College financial guidelines and directives.

Assist Enrollment Services team with the completion of Concur requests and expense account reports as needed.

Lead the preparation of the annual Executive Director\'s Report, compiling and analyzing enrollment data from high schools to assess enrollment trends and inform strategic decision-making.

Other duties as assigned.

Qualifications:

Education

Associate\'s degree or equivalent combination of education and related experience required.

Bachelor\'s degree preferred.

Experience

Minimum two (2) to three (3) years of experience, including executive level administrative assistance with a proven track record in handling sensitive and confidential information and project work required.

Proficiency in a variety of computer software tools such as Microsoft Windows, Excel, Outlook, and the Internet required.

Excellent verbal and written communications required.

Four (4) or more years of secretarial experience with above skills in high education or similar type of office.