Administrative Coordinator to Assistant Provost of Academic and Student Success

Administrative Coordinator to Assistant Provost of Academic and Student Success 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. Reporting to the Assistant Provost of Academic and Student Success, this position provides the full range of administrative services necessary to support personnel within the Student Services unit. Specifically, this position assists in coordinating the Campus Assessment Team (CAT) communication and the student complaint process. Responsibilities Provide administrative support for the Assistant Provost of Academic and Student Success, the Director of Registration and Records and Registrar, and the Director of Student Financial Aid Services. Assist in coordination of office procedures and have primary responsibility for reception and maintaining office in cooperation with the Assistant Provost of Academic and Student Success which includes scheduling, preparing, and producing minutes of meetings. Manage and maintain unit budget for the Assistant Provost of Academic and Student Success and provide quarterly review of associated division and department budgets. Assist in preparing budgetary transfers and budget projections. Prepare purchase reconciliation paperwork and prepare all travel documentation for 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 the Campus Assessment Team (CAT) schedule (quarterly meetings), contact lists, ordering of safety whistles, and creation of campus-wide communication (fliers, email newsletter announcements). Assist in maintaining the Maxient database for concerning behaviors and coordination of training for CAT members. Assist in scheduling unit leadership meetings and various committee or work groups led by the Assistant Provost of Academic and Student Success. Assist in coordination of the process of formal student complaints. This includes updating the information regarding the process in the student handbook, catalog, and preparing the Student Complaints Annual Report. Additionally, it includes correspondence with students, providing updates, and closing out complaint cases in the Maxient database. Coordinate the collection of student stories and accolades to be used for student recognition. Order office supplies, promotional items, and safety whistles for all campus locations. Update website pages that fall under the Academic and Student Success areas (e.g. CAT, student complaints). 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 prior to the submission deadlines. Prepare campus-wide, unit, divisional and departmental correspondence (memos and emails) from the office and handle sensitive and confidential information in a professional manner. Record time and attendance for direct reports to the Assistant Provost of Academic and Student Success. Provide back up support for Administrative Specialists within the unit as assigned. Hold monthly meetings with administrative professionals to ensure professional development, consistency in scheduling and common processes and procedures. Perform other duties as assigned by the Assistant Provost of Academic and Student Success. Minimum Qualifications High school diploma or equivalent required; Associate degree preferred. Three years related administrative-level experience required. Advanced experience with Windows, Microsoft Office suite, electronic mail, and electronic calendar. Ability to handle sensitive issues and communicate professionally. Ability to prioritize work with minimal guidance. Ability to work independently and maintain confidentiality required. Excellent human relations skills and a proven ability to function effectively with a wide variety of people in a dynamic environment. Position Details req2247 Grant Funded: No Compensation Range: 22.44 - 27.04 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 Testing: No Priority Application Review Date: 11/18/2026 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. Equal opportunity employer, including disability and veteran #J-18808-Ljbffr Waubonsee Community College