Administrative Specialist - Campus Safety and Operations

Waubonsee Community College; Sugar Grove (IL); Hybride; USD 29 000 - 35 000; Plein temps

Résumé du poste

Waubonsee Community College is seeking an Administrative Specialist for Campus Safety and Operations at the Sugar Grove campus. This full-time, hybrid-position supports executive leadership, maintains access control systems, and coordinates cross-department collaboration.

Responsibilities include onboarding staff with access cards and keys, managing time sheets, overseeing service desk work orders, and compiling annual ICCB reports.

Qualifications

• High school diploma or equivalent.
• At least three years of related administrative experience.
• Proficient in MS Word, MS Teams, data entry, and calendar management.

Responsabilités

• Provide daily administrative support to the Executive Director of Campus Safety and Operations.
• Onboard new employees with Access Cards and Keys; manage key inventory.
• Troubleshoot access door issues with maintenance or vendors and schedule repairs.
• Serve as Controller for the Access Control and Security system; maintain databases.
• Review time sheets and leave for direct reports; manage Service Desk work orders.
• Schedule bi-monthly and other meetings; coordinate cross-department projects.
• Maintain facilities data and ICCB reporting; update building maps and calendars.
• Answer phones, take messages, and assist inquiries within scope.

Connaissances

Administrative Experience

Confidentiality

Time management

Customer service

Team coordination

Prioritization

Calendar management

Formation

High school diploma

Outils

MS Word

MS Teams

Data entry

Description du poste

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 otherduties as assigned to support the Executive Director of Campus Safety andOperations.

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

Equal opportunity employer, including disability and veteran.