Senior Administrative Coordinator to Assistant Provost of Academic and Student Success

Waubonsee Community College; Sugar Grove (IL); Hybrid; USD 34,000 - 41,000; Full time

Benefits offered by this job

Comprehensive benefits package

SURS pension plan

14 paid holidays

Hybrid work option

Job summary

Waubonsee Community College seeks a Senior Administrative Coordinator to support the Assistant Provost of Academic and Student Success at the Sugar Grove campus. The role includes coordinating budgets, meetings, and campus communications while maintaining confidential information with professionalism.

You will assist in student services operations, CAT scheduling, and response to student concerns, ensuring timely reporting and collaboration with multiple directors and staff in a hybrid work

Qualifications

• Associate degree required.
• 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.

Skills

Administrative experience

Windows

Microsoft Office

Communication

Confidentiality

Prioritization

Independent work

Education

Associate degree

Tools

Maxient database

Microsoft Outlook

Job description

Senior Administrative Coordinator to Assistant Provost of Academic and Student Success

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.

Reporting to the Assistant Provostof Academic and Student Success, this position provides the full range of administrativeservices necessary to support personnel within the Student Services unit.Specifically, this position assists in coordinating the Campus Assessment Team (CAT)communication and the student complaint process.

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 assignedby the Assistant Provost of Academic and Student Success.

Minimum Qualifications

• Associate degree required.
• 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.

Position Details

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Grant Funded: No

Compensation Range: 24.64 - 29.69

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: 10/28/2026

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.

Benefits: Click to See Benefits Page

Equal opportunity employer, including disability and veteran