Senior Office Coordinator-Education

Wheaton College•Wheaton, IL

10d•$23 - $25

About The Position

Under the supervision of the Chair of the Education Department, the Senior Office Coordinator provides administrative support to the Chair and serves as the department’s primary point of contact for students, colleagues, visitors, and college offices. The role connects the department with institution-wide operations and coordinates with external constituencies on reporting and compliance requirements, supporting the Chair and designated employees with required reports and submissions. This is a full-time position paying $23–$25 per hour. The position manages office administration and departmental finances, records, events, supplies, facilities requests, and student employee paperwork. It also supports academic administration, including institutional processes, deadlines, faculty searches, communications, evaluations, summer programming, adjunct supervisor coordination, meetings, and external reporting. The employee serves as the department’s safety representative and performs other duties as assigned by the Department Chair. Candidates should have strong organizational, communication, interpersonal, and detail-oriented skills; be able to manage multiple tasks and frequent interruptions; and foster a welcoming, service-focused environment for students. A bachelor’s degree is preferred, and at least two years of office administration experience is required, preferably in an academic environment. Microsoft Office competency is required, along with the ability to learn new systems. The role also requires affirming Wheaton College’s Statement of Faith and specified community and institutional commitments.

Requirements

At least two years of experience in office administration; academic environment experience is preferred.
Competency in Microsoft Office suite.
Ability to learn new systems as necessary.
Strong organizational, communication, and interpersonal skills.
Strong attention to detail and ability to attend to multiple tasks and manage frequent interruptions.
Desire to foster a welcoming and service-focused environment for students.
Affirm Wheaton College’s Statement of Faith as a faithful expression of one’s theological convictions.
Affirm the biblical standards for Christian character and God-honoring behavior described in the Wheaton College Community Covenant and promise to 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 logistics for department events, including department visits for prospective students in partnership with Undergraduate Admissions.
Oversee student employees assigned to the department office; process paperwork and gather, record, 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 issues.
Communicate with Public Safety and Facilities regarding work orders and department requests.
Serve as the department safety representative.
Support institutional processes and reporting requirements, including load sheets, ICP and other compensation-related forms, faculty promotion processes, course scheduling, catalog copy, and textbook ordering.
Track academic deadlines and provide necessary 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 processing and managing candidate files.
Facilitate timely departmental and institutional 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, such as the Scholarship Committee.
Maintain communication with the Dean’s office in cooperation with the Department Chair.
Support the Chair and designated employees in preparing, coordinating, and submitting reports and compliance documentation to external constituencies, including maintaining calendars, records, and submission confirmations.
Perform other duties as assigned by the Department Chair.