Administrative Coordinator - Human Resources

Waubonsee Community College•Sugar Grove, IL

10d•Hybrid

About The Position

The Administrative Coordinator Human Resources provides confidential organizational and administrative support to the Chief Human Resources Officer (CHRO) and HR leaders. The role coordinates daily office operations, meetings and events, records, communications, budget administration, personnel transactions, and administrative support for hiring and onboarding. The position manages administrative priorities, monitors assigned financial and operational processes, and follows up on deadlines to support efficient HR operations and responsive customer service. This position reports to the CHRO. The role serves as the first point of contact for internal and external Human Resources stakeholders and supports the CHRO and HR leaders with scheduling, meeting preparation, action-item tracking, training and travel arrangements, and department communications. It also coordinates office operations, staff calendars, timesheets and leave requests, Board of Trustees meeting materials, departmental financial processes, and assigned Electronic Personnel Action Forms (EPAFs) and related personnel transactions. This is a full-time staff position at the Sugar Grove Campus with a hybrid option. The schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m., for 40 hours per week. Compensation is hourly, ranging from $22.44 to $27.04; pay is determined by experience, education, and qualifications. The position is not grant funded.

Requirements

High school diploma required.
Minimum of three years’ experience in administrative support roles.
Experience with project support and event coordination required.
Proficiency with word processing, spreadsheet, database, and presentation software, including Microsoft Word, Excel, and PowerPoint.
Demonstrated ability to use Excel for budget tracking, reconciliation, and routine financial reporting.
Working knowledge of Outlook, Teams, and shared electronic document systems.
Excellent organizational, verbal, and written communication skills.
Ability to manage competing priorities, track deadlines, and handle sensitive and confidential information and requests with tact, timeliness, and discretion.
Ability to work independently and collaboratively as part of the Human Resources team.
Demonstrated ability to communicate and effectively interact with individuals from diverse backgrounds.

Nice To Haves

Associate degree or equivalent preferred.
Administrative support experience in Human Resources or a related field preferred.
Experience with budget administration, financial tracking, reconciliation, purchasing processes, and spreadsheet-based financial reporting preferred.

Responsibilities

Serve as the first point of contact for internal and external Human Resources stakeholders in person and virtually.
Monitor the HR email inbox, respond to routine inquiries using established procedures, and route matters requiring specialized guidance or decisions to appropriate HR staff or leaders.
Maintain front desk coverage and office closures.
Provide administrative and project coordination support to the CHRO and HR leaders, including scheduling meetings, preparing agendas and materials, tracking action items and deadlines, and coordinating training and travel arrangements.
Coordinate daily HR office operations, including monitoring office-supply inventory and processing orders, and assisting with maintenance requests for Building A.
Maintain HR staff attendance and events calendars.
Coordinate the collection and review of departmental timesheets and leave requests for completeness and route them to the CHRO or designated HR leaders for approval each pay period.
Assist the CHRO and HR leaders with compiling, formatting, and coordinating review of materials and reports for monthly Board of Trustees meetings.
Support annual HR budget development by compiling historical expenditures, anticipated expenses, contractual obligations, and budget requests.
Monitor departmental budgets and expenditures, maintain internal tracking records, prepare routine budget status reports, and identify items requiring review by the CHRO or designated HR leader.
Review and reconcile departmental expenditures against College financial records, research discrepancies, and coordinate corrections with appropriate College departments.
Prepare and process approved purchase requisitions, purchase orders, invoices, budget transfers, journal entries, and other financial transactions in accordance with College policies and procedures.
Track recurring expenses and other HR financial commitments, including professional services, memberships, subscriptions, employee development, travel, and supplies.
Assist with budget forecasting by compiling expenditure trends, anticipated commitments, available balances, and potential variances.
Coordinate documentation and deadlines for annual budget development, mid-year reviews, year-end closeout, and audit or institutional reporting requests.
Serve as the departmental administrative liaison with Finance and other College departments on routine budget, purchasing, and financial-processing matters; refer decisions requiring budget authority or policy interpretation to the CHRO or appropriate HR leader.
Work with the CHRO and HR leaders to draft, format, coordinate review of, and distribute approved department communications and materials for meetings and events.
Prepare, submit, and track assigned Electronic Personnel Action Forms (EPAFs) and related personnel transactions in accordance with College procedures.
Review personnel transaction submissions for completeness, maintain supporting documentation, follow up on outstanding items, and refer questions, exceptions, or approval decisions to appropriate HR staff or leaders.
Perform other duties as assigned.