Senior Office Coordinator-Education

Wheaton College•Wheaton, IL

About The Position

Under the supervision of the Chair of the Education Department, the Senior Office Coordinator supports the Chair’s administrative duties and serves as the department’s primary point of contact for students, colleagues, and visitors. The position connects the department with the institution’s operations and coordinates with external constituencies on reporting and compliance requirements, supporting the Chair and designated employees with required submissions. The role provides administrative and financial support, manages department records and office operations, coordinates events and academic processes, and assists with faculty searches and student employee administration. It also supports departmental communications, meetings, committees, summer academic programming, and reporting to state and federal agencies. This is a full-time, non-exempt position paying $23–$25 per hour.

Requirements

At least two years of experience in office administration; an academic environment is preferred.
Competency in the Microsoft Office suite.
Ability to learn new systems as necessary.
Strong organizational, communication, and interpersonal skills.
Strong attention to detail and ability to manage multiple tasks and frequent interruptions.
Desire to foster a welcoming, service-focused environment for students.
Affirm the Wheaton College Statement of Faith as a faithful expression of personal theological convictions.
Affirm the biblical standards for Christian character and God-honoring behavior described in the Wheaton College Community Covenant and adhere to them in personal practice.
Support the Wheaton College Christ-Centered Diversity Commitment, Gender Equity Vision Statement, and the College’s Convictions on Human Sexuality.

Nice To Haves

Bachelor’s degree preferred.
Experience in an academic environment preferred.

Responsibilities

Provide administrative support to the Chair, including scheduling, correspondence, and other requests.
Serve as the department’s first point of contact for visitors, students, and college offices; respond to inquiries, sort mail, and manage the office area and machines.
Maintain paper and electronic department records and files.
Manage departmental financial activities, including records, budget monitoring, reports, purchase orders, check requests, cash disbursements, petty cash, and monthly credit card expenses and reconciliation.
Coordinate department event logistics, including prospective-student visits in partnership with Undergraduate Admissions.
Oversee student employees assigned to the department office; process paperwork and submit approved time cards, coordinating with Human Resources and Payroll as needed.
Maintain the department web page in consultation with the Chair.
Order department supplies, request equipment maintenance, and create work orders for repairs and other maintenance.
Communicate with Public Safety and Facilities about work orders and department requests.
Serve as the department safety representative.
Support institutional processes and reporting, including load sheets, ICP and other compensation-related forms, faculty promotion processes, course scheduling, catalog copy, and textbook ordering.
Track academic deadlines and provide required information to the Dean’s office by deadlines.
Support faculty searches by coordinating with the Dean’s and Provost’s offices, using the applicant tracking system, and managing candidate files.
Facilitate timely communication between faculty and majors.
Facilitate teacher and course evaluations at the end of each quad or semester.
Support planning and logistics for department summer academic programming.
Support Program Coordinators and the Placement Coordinator with adjunct supervisor hiring, acclimation, compensation, and assessment.
Plan, attend, and take minutes at department meetings.
Serve on department committees as needed, including the Scholarship Committee.
Maintain communication with the Dean’s office in cooperation with the Department Chair.
Support the Chair and designated employees with preparing, coordinating, and submitting external reports and compliance documentation, including maintaining calendars, records, and submission confirmations.
Perform other duties as assigned by the Department Chair.