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Administrative Assistant / Project Coordinator

Elmhurst University
Illinois, United States
Salary Not Specified
Posted Date
Jul 12, 2022

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Position Type
Administrative, Academic Affairs, Other Academic Affairs, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Conference & Special Event Administration
Employment Level
Employment Type
Full Time
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Job Summary

This part-time position is the Administrative Assistant / Project Coordinator for the Office of the President.
Perform administrative and clerical duties for the Office of the President and assigned functions on an independent basis. Facilitate enhanced use of technology within the office. Excellent verbal and written communication skills.

Salary Grade

O05 part-time

Essential Functions
  • Respond to visitors and inquiries promptly, accurately, professionally and courteously; maintain a welcoming atmosphere and refer constituents to appropriate departments and services when necessary.
  • Meeting Coordination may include assistance with scheduling meeting dates and times, managing RSVPs; the use of Qualtrics survey software.
  • Support the preparation of meeting materials and Zoom links; assist with the meeting set-ups.
  • Event Coordination may include catering orders and décor – potential events may include the President’s Open Houses, President’s Community Breakfast, President’s Ball, Commencement, the All-Employee Retreat and the events surrounding three annual Board of Trustees multi-day meetings.
  • Oversee the accuracy of the email groups in the President’s MS Outlook account and enter and keep up to date the campus events included in the President’s calendar.
  • Assist with payment, tracking, and reconciliation of expenses and budgets.
  • Prepare the President’s communications for birthdays, congratulations, condolences etc. and create, proof and edit correspondence/notes for review by the Executive Assistant to the President.
  • Manage the tracking of professional association memberships oversee updates to the directories.
  • Maintain the upkeep of the filing system and archiving of records.
  • Demonstrate a strong commitment to ongoing improvement.
  • Support the mission, vision, and values of the institution.
  • Perform other duties as assigned.
Other Duties and Responsibilities
  • Other duties as assigned.
Minimum Qualifications
  • High school education required; some college preferred.
  • Proficiency in all office applications, including Microsoft Excel, Teams and Zoom.
  • Excellent oral, written and organization skills.
  • Responsive and adaptable to an environment with changing priorities.
  • Ability to work independently, multitask and prioritize workload, detail-oriented; ability to identify and solve problems; proficient in database management; excellent analytical and project management skills; effective listening skills; willing to learn new tasks and add responsibilities; motivated self-starter; a flexible collaborator who works well in a small office environment.
Preferred Qualifications
  • Bachelor’s degree
Working Conditions/Physical Requirements

Employee is subject to indoor work, protected from 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 to lift, carry, push, pull or otherwise move objects.

Work Hours
  • 1,000-1,499
  • Mon-Thu 9-4 or 9-3, occasional Fridays
Posting Date


Closing Date

Open Until Filled


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.

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 magazine’s 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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