Administrative Assistant to the Executive Director of Public Safety and Emergency Management

Illinois, United States
Salary Not Specified
May 27, 2021
Employment Level
Employment Type
Full Time
Posting Text

Posting Number S00294P Position Status Non-Exempt Reporting Relationship(s) Executive Director, Public Safety and Emergency Management (EDSEM) Supervisory Relationships

Student Workers, Interns

Job Summary

Performs administrative assistant duties for the Executive Director of Public Safety and Emergency Management, completing certain assigned functions on a generally independent and unsupervised basis.

Salary Grade O05 Essential Functions

Perform general administrative duties for the EDSEM, which include maintaining appointments, correspondence and answering, handling, and referring telephone calls to appropriate personnel.
2. Provide timely and efficient verbal and written communications to department staff, various campus partners and community stakeholders.
3. Prepare meeting documentation and finalize agendas; compile documents; edit and proofread agendas; and create in-person and online meetings with appropriate personnel or University staff.
4. Attend a variety of meetings, including public safety and emergency management committees, departmental and related meetings; accurately and precisely prepare minutes from selected meetings; and disseminate information or minutes to appropriate personnel.
5. Compose, type and proofread a wide variety of complex and confidential documents, reports, letters and memoranda; type from recording or verbal instruction.
6. Operate office equipment and computer software, such as Microsoft Word, Excel, PowerPoint, Access, Outlook, and other related computer programs.
7. Set up and maintain departmental files related to safety, security, and department operations.
8. Submit and maintain records of work orders through maintenance system.
9. Respond to incoming departmental work order requests and direct them to appropriate personnel.
10. Oversee various budget-related functions, such as tracking purchases, expenses, invoices, and purchase orders, and prepare them for reconciliation and payment.
11. Obtain quotes and process purchase orders for the department.
12. Maintain records of department contracts and initiate renewals as required.
13. Collaborate and support the planning, formation, and implementation of special projects.
14. Order supplies and equipment for the department and staff.
15. Assist in the maintenance of various vehicle and equipment inventory records.
16. Coordinate fleet vehicle rentals, scheduling, confirmations and vehicle maintenance.
17. Prepare and publish office statistical reports, including monthly, quarterly and annual inquiries, key functional area reports, and safety data.
18. Create and maintain procedural and operational manuals for the procedures, processes and technologies utilized by this position.
19. Serve as a designated Campus Security Authority ( CSA ), as defined by The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), and ensure the appropriate, timely and accurate reporting of any crimes on campus.

Other Duties and Responsibilities

Collaborate with other offices and personnel to coordinate the collection and development of University, department and division reports.
2. Assist with University contact tracing efforts, including individual and team efforts to call, trace and document appropriate response.
3. Manage various student worker groups, plan schedules, arrange training and organize meetings.
4. Perform other duties as assigned.

Minimum Qualifications

1. Two years or more of college or business school training.
2. Two years of increasingly responsible work experience with a good understanding and skills to operate modern office equipment.
3. Excellent oral and written communication skills.
4. Understand and apply excellent customer service skills to their daily work. Maintain a positive, friendly and pleasant personality in all interactions.
5. Experience in dealing with various constituents and addressing their needs appropriately.
6. Strong interpersonal skills with a commitment to a team approach.
7. Ability to produce high quality, efficient work with minimal direct supervision.
8. Understand principles of business letter writing and basic report preparation, demonstrating a strong mastery of professional business writing. Must have the ability to read, review, edit, write and finalize business documents.
9. Demonstrate strong time management and organizational skills to establish, maintain and progress through assignments and projects, while creating excellent results.
10. Able to be versatile and flexible in a dynamic workplace environment.
11. Proficient in the use of Microsoft Office applications.
12. Maintain accurate, complete and confidential records.
13. Type at a speed necessary for successful job performance.
14. Ability to pass a criminal background screening and drug screening.

Preferred Qualifications

1. Two years of business office or administrative assistant experience.
2. Ability to develop and implement a department social media strategy.
3. Some knowledge of mechanical and building terms.
4. Understanding of and experience with safety and security in a workplace setting.
5. Experience, certification and/or training in project management.

Working Conditions/Physical Requirements

Employee is generally subject to indoor work, protected from weather conditions. In some instances, the work will be outside in various weather conditions. Work is sedentary in nature and involves exerting up to 10 lbs. of force occasionally and/or a negligible amount of force frequently/constantly in order to lift, carry, push, pull or otherwise move object.

Work Hours

M-F 8:00 am – 5:00 pm

Posting Date 05/27/2021 Closing Date Open Until Filled Yes Special Instructions to Applicants

Please be aware that as a continued emphasis on keeping our community safe and healthy, we will require all faculty, staff, and students to submit verification of full vaccination for COVID -19 no later than Tuesday, Aug. 10, 2021.

Please provide 3 references, including name, phone number and email. This may be included in applicant’s cover letter or optional “other” document.

Elmhurst University is a leading institution of higher education that seamlessly blends liberal learning and professional preparation to help students reach their full potential. Elmhurst University offers more than 70 undergraduate majors, 15 graduate programs, degree-completion programs for busy adults, and the acclaimed Elmhurst Learning and Success Academy for young adults with developmental disabilities. Elmhurst University is one of the Top 10 Colleges in the Midwest, according to U.S. News & World Report; and U.S. News, Money and Forbes magazines consistently rank Elmhurst as one of the Midwest’s best values in higher education.

Recruiting and retaining a diverse workforce is a critical component of the University’s mission, vision and core values. Our commitment stems from the belief that an institution of higher learning is enriched by the presence of diversity. Elmhurst University is an EO Employer. Elmhurst University prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, national origin, gender, sexual orientation, religion, age, creed, ancestry, veteran status, marital status, disability, or any other characteristic protected by law.

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  1. Resume
  2. Cover Letter
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