Administrative Coordinator to Assistant Provost of Academic and Student Success
About The Position
Waubonsee Community College is hiring an Administrative Coordinator to provide administrative services for personnel within the Student Services unit. Reporting to the Assistant Provost of Academic and Student Success, the position supports the Assistant Provost, the Director of Registration and Records and Registrar, and the Director of Student Financial Aid Services. It also assists with Campus Assessment Team (CAT) communications and the student complaint process. The coordinator manages office procedures, reception, schedules, meeting minutes, budgets, purchasing and travel documentation, correspondence, and confidential information. The role also supports CAT operations, maintains related Maxient records, coordinates formal student complaint case processes, updates relevant website pages and publications, and provides backup support and professional-development coordination for administrative professionals. This is a full-time staff position at the Sugar Grove Campus with a hybrid option. The schedule is Monday through Friday, 8 a.m. to 4:30 p.m., for 40 hours per week. The hourly compensation range is $22.44–$27.04, determined by experience, education, and qualifications.
Requirements
- High school diploma or equivalent.
- Three years of related administrative-level experience.
- Advanced experience with Windows, Microsoft Office suite, electronic mail, and electronic calendars.
- Ability to handle sensitive issues and communicate professionally.
- Ability to prioritize work with minimal guidance.
- Ability to work independently and maintain confidentiality.
- Excellent human relations skills and a proven ability to function effectively with a wide variety of people in a dynamic environment.
Nice To Haves
- Associate degree preferred.
Responsibilities
- Provide administrative support to 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 office procedures and take primary responsibility for reception and maintaining the office, including scheduling meetings and preparing and producing meeting minutes.
- Manage the Assistant Provost’s unit budget and provide quarterly reviews of associated division and department budgets.
- Assist with budget transfers and projections, prepare purchase reconciliation paperwork, and prepare travel documentation for the Assistant Provost and the named directors.
- Coordinate CAT quarterly meeting schedules, contact lists, safety-whistle orders, and campus-wide communications such as flyers and email newsletter announcements.
- Assist in maintaining the Maxient database for concerning behaviors and coordinate training for CAT members.
- Schedule unit leadership meetings and committee or work-group meetings led by the Assistant Provost.
- Assist with formal student complaints, including updating process information in the student handbook and catalog, preparing the Student Complaints Annual Report, corresponding with students, providing updates, and closing cases in Maxient.
- Coordinate the collection of student stories and accolades for student recognition.
- Order office supplies, promotional items, and safety whistles for all campus locations.
- Update website pages in the Academic and Student Success areas, including CAT and student complaints pages.
- 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 before submission deadlines.
- Prepare campus-wide, unit, divisional, and departmental correspondence, including memos and emails, and handle sensitive and confidential information professionally.
- Record time and attendance for the Assistant Provost’s direct reports.
- Provide backup support for Administrative Specialists within the unit as assigned.
- Hold monthly meetings with administrative professionals to support professional development and consistency in scheduling, processes, and procedures.
- Perform other duties as assigned by the Assistant Provost of Academic and Student Success.
Benefits
- Comprehensive benefits package
- Generous time off
- Low-cost medical, dental, and vision plans
- Secure pension plan through SURS
- 14 paid holidays, including winter and Thanksgiving breaks
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
