Administrative Specialist - Campus Safety and Operations

Waubonsee Community College; Sugar Grove (IL); Hybrid; USD 29,000 - 34,000; Full time

Job summary

Waubonsee Community College in Sugar Grove, IL is seeking an Administrative Specialist to support Campus Safety and Operations. This full-time, hybrid role involves onboarding staff, managing access control, and coordinating cross-departmental projects.

The position requires strong administrative skills, confidentiality, and the ability to work with a diverse team. The campus offers a hybrid schedule, comprehensive benefits, and opportunities to contribute to campus safety and facilities

Qualifications

• High school diploma required.
• Three years related administrative experience.
• Proficiency with MS Word, MS Teams, spreadsheets, data entry, email, electronic calendar and computer networking.

Responsibilities

• Perform daily administrative support for the Executive Director of Campus Safety and Operations.
• Onboard new employees with Access Cards and Keys; maintain key inventory DB and core inventory.
• Troubleshoot access door issues and schedule repairs with vendors.
• Serve as Controller for Access Control and Security systems; manage employee access and building schedules.
• Review timesheets and leave requests for direct reports; coordinate service desk work orders.
• Schedule bi-monthly and other meetings for Campus Safety & Operations team and direct reports.
• Maintain facilities data for ICCB annual reports; update building maps with renovations.
• Answer phones, take messages and respond to inquiries.
• Prepare BOT meeting folders and maintain memos for Board of Trustees.

Skills

MS Word

MS Teams

Spreadsheets

Data entry

Email

Calendar management

Networking basics

Education

High School Diploma

Tools

Access control system

Timekeeping system

Job description

Administrative Specialist - Campus Safety and Operations

Full-time Staff

Sugar Grove Campus

Hybrid Option: Yes

Join our dynamic team at Waubonsee Community College, where your career can flourish. We are committed to being an exceptional employer, offering a comprehensive benefits package with generous time off, low-cost medical, dental, and vision plans, and a secure pension plan through SURS. You'll also enjoy 14 paid holidays, including winter and Thanksgiving breaks. Be part of a transformative institution, dedicated to making a positive impact in our community and the lives of our students. Your future starts here – join us today!

Waubonsee Community College is committed to hiring and retaining exceptional faculty and staff who are committed to the college’s culture of collaboration, professional growth and student success.

Responsibilities

• Perform daily administrative support responsibilities as delegated by the Executive Director of Campus Safety and Operations.
• Onboard new employees with Access Cards and Keys. Maintain the physical key inventory database by issuing and collecting keys from new, current and separating employees. Use key cutting technology. Maintain physical core inventory for all campus buildings.
• Troubleshoot access door issues with maintenance team or contractors and schedule repairs and installs with vendors.
• Server as Controller for the Access Control and Security system. Maintain active employee access database, program access profiles, maintain building schedules, update building time zones and door time zones per request forms and special events.
• Review time sheets and leave requests for Executive Director’s direct reports. Review, assign and reroute incoming Service Desk work orders pertaining to access controls, physical keys, and capital projects. Assist with coordination of cross departmental team projects.
• Schedule bi-monthly meetings for the Campus Safety & Operations Team and Direct Report meetings and other meetings, as directed by the Executive Director.
• Review and maintain all college facilities data to submit annual reports to Illinois Community College Board (ICCB).
• Maintain and Update Building Maps with renovations and remodels, work with Architects for updates.
• Answers telephone, takes messages and answers inquiries within assigned scope of responsibility.
• Maintain the department’s memos for Board of Trustee (BOT) meetings and prepare Executive Director’s BOT meeting folder.
• Schedules appointments, maintains calendar and allocates Executive Director’s time.
• Attend, take notes and record minutes for meetings, as needed.
• Attend collaboration meetings with other admins across the college.
• Perform other duties as assigned to support the Executive Director of Campus Safety and Operations.

Minimum Qualifications

• High school diploma.
• Three years related administrative experience.
• Working knowledge of MS Word, MS Teams, spreadsheets, data entry, email, electronic calendar and computer networking.
• Ability to maintain strict confidentiality.
• Ability to type 45 wpm.
• Excellent human relations/customer service skills and a proven ability to function effectively with a wide variety of people in a dynamic environment.
• Internal drive to accomplish tasks effectively and efficiently within a specified timeframe.
• Ability to prioritize and work with limited supervision.
• Ability to lift up to 25 pounds.
• Excellent organizational, written and oral communication and human relations skills.

Position Details

req2221

Grant Funded: No

Compensation Range: 20.83 - 25.10

Compensation Type: Hourly

Compensation: The pay for this position will be determined by your experience, education, and qualifications.

Work Schedule: M-F 8 a.m. - 4:30 p.m.

Work Hours: 40

Testing: No

Priority Application Review Date: 10/19/2026

Applications received by the “Priority Application Review Date” will receive priority consideration. Review of applications will begin at that time and continue until the position is filled.

Equal opportunity employer, including disability and veteran.