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Executive Assistant, Human Resources (FT), CF3N10182HR

College of DuPage
Full-time
On-site
United States

Executive Assistant, Human Resources (FT), CF3N10182HR
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 independent administrative support to Vice President of Human Resources ensuring smooth operations by managing schedules, communications, and administrative functions. Regularly acts as a liaison with Cabinet Members, the Office of the President, and interacts with legal counsel and regulatory agencies. Requires excellent executive administrative skills including strong proficiency in organizing and coordinating projects, proof-reading, editing, working independently, communicating in difficult situations, attention to detail, and strong technology skills. Assumes responsibility for special projects and takes initiative on behalf of the department. This position is heavily involved in highly confidential information and must be able to work autonomously and responsibly. Assists in the coordination of the operations of the Human Resources department by compiling data and processing information at the highest level of confidentiality and ensuring quality of information and services delivered to key internal and external stakeholders.

  • On behalf of the Vice President, coordinate high priority projects within the department collaborating with a variety of individuals. Act in an office manager role, assisting other members of the HR leadership team to coordinate administrative tasks in the Human Resources department.
  • Serve as budget coordinator for the Human Resources department assisting and overseeing the overall budget and transactions for the department. Prepares and reviews budget requests, monitors budget spending, accounts and contracts, provides status updates to the HR leadership team. Processes, monitors and reviews invoices, purchase orders, and contracts for the VP and department as needed.
  • On behalf of the Vice President and Human Resources department, perform customer service duties to included providing department information, referrals, or other services to students, staff, and visitors/community members by greeting and directing to appropriate personnel or departments, answer phones, greet visitors, schedule appointments and meetings.
  • Serve as the executive administrative assistant to the Vice President of Human Resources by coordinating the department's annual calendar of events and functions which may include reserving rooms for the Vice President's meetings, coordinate technology and catering requests for the department.
  • Track and organize contracts, vendor agreements, and renewals for Board approval for the department.
  • Coordinate, prepare, proof, and submit monthly human resources department board exhibits on a strict deadline.
  • Compose letters, memos, Board items, and confidential information on behalf of the Vice President.
  • Prepare materials, agendas, minutes, and information for the Vice President meetings.
  • Provide administrative support and organization for the maintenance of the Human Resources College Policies and Administrative Procedures.
  • Assist with the coordination of the annual plan development for the department, including coordination of quarterly updates.
  • Oversee purchasing, budgeting, and organization of Human Resources department supplies ensuring adequate inventory levels are maintained. Prepare purchase requisitions as required by the Vice President.
  • Coordinate and provide assistance to the Senior Manager, HR Operations for the annual Administrative appointment renewal process.
  • Collects, prepares, reconciles, reviews, verified, and/or maintains comprehensive information, data, documents, and records on behalf of the Human Resources department; ensures information accuracy and compliance with applicable standards, policies, and procedures.
  • Maintain and update college-wide Administration organization chart and collaborate with departments to maintain departmental & division organization charts on a quarterly basis. Maintain postings of the charts on the portal.
  • Maintain the Human Resources external website content in partnership with the HR Leadership team.
  • Administer and coordinate new hire and transfer probationary evaluations for all Managerial staff, Classified employees, and affected bargaining units.
  • Perform any necessary duties to back-up other Human Resources department administrative staff as necessary.
  • Compile and verify annual employee lists for county Ethics Statements.
  • Assist in process mapping any HR processes in collaboration with the operations team to ensure consistent and efficient department operations.
  • Collaborate with the General Counsel office to maintain a log and file of all legal activity including EEOC and DHR charges, lawsuits, FARB, and CABA Appeals, etc.
  • Maintain legal postings for the department in coordination with the Director of Human Resources. Update legal pamphlets and posters as required across campus.
  • Other duties as assigned.

    • Qualifications:

    • Education
      • Associate’s degree or equivalent related years of experience required.
    • Experience
      • Minimum four (4) years' experience (to include related Military experience), including executive level administrative assistance with proven track record in handling sensitive and confidential information and project work required.
      • Must be highly proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) utilizing database software and experience with VISIO or other organizational chart software required.
      • Attention to detail and accuracy required.
      • Demonstrated ability to manage multiple priorities simultaneously, strong proofreading skills, excellent customer service skills and proven track record in dealing with confidential information required.
      • Strong organizational, interpersonal and communication skills required. Proficiency in written and spoken English required.
      • Experience in Human Resources preferred.

    Working Conditions:

  • Computer, copier, phone, MS Office including Word, Excel, Visio, Power Point, Access, and Outlook.
  • General office environment.
  • This position requires a background check and drug screen.

    • Hiring Range:
    Classified 10 Hourly/28.88 - 31.76 

    Anticipated start date: Late January 2025

    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.  We are committed to diversity and creating an inclusive environment for all employees.

    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.

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