Senior Administrative Coordinator for the Office of the President

Waubonsee Community College•Sugar Grove, IL

7d•$21 - $25•Hybrid

About The Position

The Senior Administrative Coordinator provides high-level administrative and operational support to the President and Office of the President at Waubonsee Community College. Reporting to the Executive Vice President and Chief of Staff, the role helps ensure efficient office operations through proactive coordination, sound judgment, independent problem-solving, and responsive service. The position requires strong organization, initiative, discretion, and confidentiality while managing competing priorities and anticipating office needs. The coordinator supports institutional meetings and events, maintains calendars and records, assists with board meeting logistics, and manages the Office of the President’s daily operations, purchasing paperwork, communications, and guest hospitality. The role also coordinates projects and administrative initiatives, monitors deadlines and deliverables, and identifies ways to improve office processes and responsiveness. The position is full-time, scheduled Monday through Friday, 8:00 a.m. to 4:30 p.m., for 40 hours per week. The position is based at the Sugar Grove Campus, with a hybrid option available.

Requirements

High school diploma or equivalent.
At least three years of administrative, clerical, office coordination, or executive support experience.
Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
Ability to produce accurate, professional documents and correspondence efficiently using contemporary office technology.
Strong verbal and written communication skills.
Ability to interact professionally with senior leaders, employees, students, trustees, community members, and external guests.
Professionalism and ability to work independently while maintaining confidentiality.
Ability to identify inefficiencies and recommend improvements to administrative processes and workflows.
Strong organizational skills, attention to detail, adaptability, and ability to respond effectively to changing priorities and deadlines.
Initiative, resourcefulness, and ability to anticipate needs, identify and resolve problems, manage competing priorities, and complete assignments with minimal supervision.
Technological proficiency and ability to navigate and troubleshoot routine issues, use digital tools and enterprise systems, support daily operations, improve workflows, and adapt to emerging technologies.

Nice To Haves

Associate degree.
Administrative, clerical, office coordination, or executive support experience in a professional, educational, government, or public-sector environment.
Experience using enterprise systems, purchasing systems, budget software, document management systems, or similar platforms.
Experience supporting an executive office.

Responsibilities

Coordinate internal and external meeting requests and ensure meetings are organized with appropriate technology.
Monitor and document recurring and ongoing meetings, conferences, and deadlines for the Office of the President and institution.
Maintain and update the President’s contact database for external and community partners and elected officials.
Receive and process complaints as the departmental point of contact, in accordance with institutional procedures, as needed.
Schedule and process leave requests for the President and the President’s direct reports.
Monitor the VP calendar in Outlook and note relevant activity on the President’s calendar.
Provide logistical support for institutional meetings and special events, including the All-College Address, Biscuits with the Boss, RISE events, President’s Cabinet, Administrative Council, the annual All-Staff Holiday Party, and Commencement.
Assist with setup, logistics, and office staffing during board meetings.
Oversee board room procedures and manage scheduling of the board room and Office of the President conference room.
Research and provide feedback on college policies and procedures as needed or requested.
Welcome institutional and departmental guests; provide hospitality, send directions and parking passes, and arrange cards, flowers, or other materials as requested.
Organize and maintain digital and physical filing systems for confidential and operational documents and maintain the Office of the President procedures manual.
Manage daily office operations, including receiving and processing mail and shipped materials, maintaining office supplies, organizing the office suite, supporting office aesthetics, and opening and closing the office as needed.
Coordinate departmental purchasing and administrative paperwork, including requisitions, purchase orders, subscriptions, memberships, PCard statements, travel expense reports, and related documentation, in accordance with college procedures.
Answer and monitor calls for the Office of the President general line and provide backup for other Office of the President staff.
Provide clerical and administrative support to Office of the President staff, including onboarding support and backup assistance for the Executive Administrative Coordinators to the President/Clerk of the Board and to the Executive Vice President and Chief of Staff.
Provide responsive administrative and operational support to the President and Executive Vice President and Chief of Staff, anticipating routine needs and coordinating timely follow-through.
Coordinate assigned projects and administrative initiatives, monitor deadlines and deliverables, maintain tracking systems, and follow through on outstanding tasks and commitments.
Identify opportunities to improve office operations, streamline administrative processes, leverage technology, and implement practical solutions.
Perform other duties as assigned.