Administrative Coordinator for Academic & Student Success

Waubonsee Community College; Sugar Grove (IL); Hybrid; USD 31,000 - 37,000; Full time

Benefits offered by this job

Benefits package

Pension plan (SURS)

14 paid holidays

Job summary

Waubonsee Community College is seeking an Administrative Coordinator to assist the Assistant Provost of Academic and Student Success on the Sugar Grove Campus. This full-time, hybrid role coordinates administrative tasks, budgeting, and campus communications to support student services and combat student issues.

You will manage schedules, prepare meetings, maintain confidential information, and update key policies.

Qualifications

• High school diploma or equivalent required; Associate degree preferred.
• Three years related administrative-level experience required.
• Advanced experience with Windows, Microsoft Office suite, electronic mail, and electronic calendar.
• Ability to handle sensitive issues and communicate professionally.
• Ability to prioritize work with minimal guidance.
• Ability to work independently and maintain confidentiality required.
• Excellent human relations skills and a proven ability to function effectively with a wide variety of people in a dynamic environment.

Responsibilities

• Provide administrative support for the Assistant Provost of Academic and Student Success, the Director of Registration and Records and Registrar, and the Director of Student Financial Aid Services.
• Assist in coordination of office procedures and have primary responsibility for reception and maintaining office in cooperation with the Assistant Provost of Academic and Student Success which includes scheduling, preparing, and producing minutes of meetings.
• Manage and maintain unit budget for the Assistant Provost of Academic and Student Success and provide quarterly review of associated division and department budgets. Assist in preparing budgetary transfers and budget projections.
• Prepare purchase reconciliation paperwork and prepare all travel documentation for the Assistant Provost of Academic and Student Success, the Director of Registration and Records and Registrar, and the Director of Student Financial Aid Services.
• Coordinate the Campus Assessment Team (CAT) schedule (quarterly meetings), contact lists, ordering of safety whistles, and creation of campus-wide communication (fliers, email newsletter announcements). Assist in maintaining the Maxient database for concerning behaviors and coordination of training for CAT members.
• Assist in scheduling unit leadership meetings and various committee or work groups led by the Assistant Provost of Academic and Student Success.
• Assist in coordination of the process of formal student complaints. This includes updating the information regarding the process in the student handbook, catalog, and preparing the Student Complaints Annual Report. Additionally, it includes correspondence with students, providing updates, and closing out complaint cases in the Maxient database.
• Coordinate the collection of student stories and accolades to be used for student recognition.
• Order office supplies, promotional items, and safety whistles for all campus locations.
• Update website pages that fall under the Academic and Student Success areas (e.g. CAT, student complaints).
• Annually update the Responding to Inappropriate, Disruptive or Threatening Behavior: A Guide for Faculty & Staff, the Threat Assessment and Violence Prevention Plan, and the Annual Security Disclosure Report for review prior to the submission deadlines.
• Prepare campus-wide, unit, divisional and departmental correspondence (memos and emails) from the office and handle sensitive and confidential information in a professional manner.
• Record time and attendance for direct reports to the Assistant Provost of Academic and Student Success.
• Provide back up support for Administrative Specialists within the unit as assigned. Hold monthly meetings with administrative professionals to ensure professional development, consistency in scheduling and common processes and procedures.
• Perform other duties as assigned by the Assistant Provost of Academic and Student Success.

Skills

Calendar management

Microsoft Office

Professional communication

Confidentiality

Time management

Independent work

Interpersonal skills

Education

High school diploma

Associate degree preferred

Tools

Windows

Outlook / Email

Electronic calendar

Job description

Waubonsee Community College is seeking an Administrative Coordinator to assist the Assistant Provost of Academic and Student Success on the Sugar Grove Campus. This full-time, hybrid role coordinates administrative tasks, budgeting, and campus communications to support student services and combat student issues.

You will manage schedules, prepare meetings, maintain confidential information, and update key policies.