Senior Administrative Coordinator for the Office of the President

Senior Administrative Coordinator for the Office of the President Full-time Staff Sugar Grove Campus Hybrid Option: Yes Join our dynamic team at Waubonsee Community College, where your career can flourish. We are committed to being an exceptional employer, offering a comprehensive benefits package with generous time off, low-cost medical, dental, and vision plans, and a secure pension plan through SURS. You'll also enjoy 14 paid holidays, including winter and Thanksgiving breaks. Be part of a transformative institution, dedicated to making a positive impact in our community and the lives of our students. Your future starts here – join us today! Waubonsee Community College is committed to hiring and retaining exceptional faculty and staff who are committed to the college’s culture of collaboration, professional growth and student success. The Senior Administrative Coordinator reports to the Executive Vice President and Chief of Staff and provides high-level administrative and operational support to the President and Office of the President (OOTP). This position plays a key role in ensuring efficient and effective office operations through proactive coordination, sound judgment, independent problem-solving, and exceptional service. The role requires a highly organized, resourceful, and self-directed professional who anticipates needs, takes initiative, manages competing priorities, and demonstrates professionalism, discretion, and confidentiality. Responsibilities Coordinate internal and external meeting requests. Ensure meetings are organized and set up with proper technology. Monitor and document recurring and ongoing meetings, conferences and other deadlines for the Office of the President and the institution. Maintain and update the President’s contact database for external and community partners and elected officials. Serve as departmental point of contact to receive and process complaints in accordance with institutional procedures, as needed. Schedule and process the President’s leave requests. Process leave requests from the President’s direct reports. Monitor the VP Calendar in Outlook and note activity as appropriate on the President’s calendar. Provide logistical support in preparation of institutional meetings and special events such as the All-College Address, Biscuits with the Boss, RISE events, President’s Cabinet, Administrative Council, the annual All-Staff Holiday Party, and Commencement. Assist in set up, logistics, and office staffing during board meetings. Oversee the procedures for the board room, manage scheduling of the board room, and Office of the President conference room. Research and provide feedback on other college policies and procedures, as needed or requested. Welcome institutional and departmental guests to the OOTP, 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 OOTP procedures manual. Manage daily office operations for the Office of the President, 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 OOTP general line and provide backup for other OOTP staff. Provide general clerical and administrative support to OOTP staff, including support for onboarding new hires and backup assistance for the Executive Administrative Coordinator to the President/Clerk of the Board and the Executive Administrative Coordinator 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 on requests. Coordinate assigned projects and administrative initiatives, monitor deadlines and deliverables, maintain organized tracking systems, and ensure timely follow-through on outstanding tasks and commitments. Proactively identify opportunities to improve Office of the President operations, streamline administrative processes, leverage technology, and implement practical solutions that enhance efficiency and responsiveness. Perform other duties as assigned. Minimum Qualifications High school diploma or equivalent required. Associate degree preferred. Minimum of three years of administrative, clerical, office coordination, or executive support experience required, preferably in a professional, educational, government, or public-sector environment. Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams, required. Experience using enterprise systems, purchasing systems, budget software, document management systems, or similar platforms preferred. Demonstrated ability to produce accurate, professional documents and correspondence efficiently using contemporary office technology. Strong verbal and written communication skills required. Must be able to interact professionally with senior leaders, employees, students, trustees, community members, and external guests. High level of professionalism with the ability to work independently and maintain confidentiality. Experience supporting an executive office preferred. Demonstrated 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. Demonstrated initiative, resourcefulness, and ability to work independently, anticipate needs, identify and resolve problems, manage competing priorities, and take ownership of assignments through completion with minimal supervision. Demonstrated technological proficiency and ability to independently navigate, troubleshoot routine issues, and effectively utilize digital tools, office applications, and enterprise systems to support daily operations, improve workflows, and adapt to emerging technologies. Position Details req2243 Grant Funded: No Compensation Range: 20.83 - 25.10 Compensation Type: Hourly Compensation: The pay for this position will be determined by your experience, education, and qualifications. Work Schedule: M-F 8 a.m. - 4:30 p.m. Work Hours: 40 hours/week Testing: No Priority Application Review Date: 11/13/2026 Applications received by the “Priority Application Review Date” will receive priority consideration. Review of applications will begin at that time and continue until the position is filled. Benefits: Special Instructions: You may attach references or transcripts to your application. References and official transcripts for Associate's degrees or higher are required to be submitted during the background check process. Equal opportunity employer, including disability and veteran #J-18808-Ljbffr Waubonsee Community College