Senior Administrative Coordinator for the Office of the President

Senior Administrative Coordinator for the Office of the President 
Full-time Support Staff
Sugar Grove Campus

Hybrid Option: Yes 

Join our dynamic team at Waubonsee Community College, where your career can flourish. Be part of a transformative institution, dedicated to making a positive impact in our community and the lives of our students. 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. Your future starts here - join us today!

The Senior Administrative Coordinator reports to the Executive Vice President and Chief of Staff. This position provides high-level operational support for the President and Office of the President (OOTP) staff necessary for the Office to run smoothly and efficiently. The role requires professionalism, initiative, creativity, and confidentiality.

Manage the President's calendar. Coordinate internal and external meeting requests. Monitor, take notes, document recurring and ongoing meetings, conferences and other deadlines for the President, the department and the institution.

Maintain and update the President's contact database.

Serve as departmental point of contact to receive and process complaints in accordance with institutional procedures.

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.

Provide hospitalities and welcome institutional and departmental guests to the OOTP by welcoming guests, answering and monitoring the OOTP general phone line, sending directions and parking passes, and arranging 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.

Perform other duties as assigned.

Minimum Qualifications

High school diploma or equivalent required. Associate degree preferred.

Minimum of Minimum of three y