Executive Assistant, Facilities CFNFOM

Executive Assistant, Facilities (FT), CF3 N34052

FOM

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.

Under limited administrative direction, perform work of considerable difficulty related to department operations, including support staff, cost tracking, budgeting, public relations, and statistical reporting. In the Director's absence, assume responsibility for maintaining departmental workflow and continuity of operations as assigned. Coordinate, supervise and assign work of support staff including administrative assistants and student workers. Conduct annual evaluations of support staff. Supervise and monitor the handling of service-related calls and emails to the Facilities Call Center (4440).

Serve as administrator for the web-based facility maintenance program. Create work order reports. Coordinate and monitor project and department budgets under the direction of Directors; monitor monthly expenditures including generating purchase orders, tracking and paying invoices. Coordinate with Facilities Leadership for effective accounting and coordinate annual preparation of budget. Maintain records and implement correspondence for budget and construction projects; prepare letters, memos, reports and other narrative/statistical materials.

Schedule meetings, attend meetings, prepare agendas and compile meeting minutes; prepare materials and presentations for Board Meetings and other committee meetings and events. Monitor and facilitate clerical support for multiple managers. Research, obtain documents and gather information requested by Directors and Managers, the Board of Trustees, the President and for Freedom of Information requests. Coordinate with Directors, Managers, Administrative Affairs and Board Secretary in preparing monthly Board package information including Board recommendation letters for contract awards and change orders in a timely fashion to meet critical deadlines.

Conduct customer follow-up with both College employees and outside contacts. Monitor and facilitate employment papers for department employees including submitting HR Requisition s, Notice of Change Forms, Job Description s, etc. Assist with Administrative tasks in all areas of Facilities. Assist in creating new procedures and/or streamlining current projects. Coordinate with External Relations and project managers to provide web site information and updates.

Responsible for editing and issuing Official Communication notices relating to construction and facilities. Gather, verify accuracy and edit the Facilities Design Criteria and maintain a procedure manual. Coordinate and transmit contracts and confidential information relating to department projects with College legal counsel. Schedule appointments and meetings and maintain calendar for Director and Managers; set-up conferences and meetings including invitations, facility requests and dining services;

make arrangements for off-campus travel and prepare…