Administrative Coordinator Health Professions and Public Service
Waubonsee Community College

Administrative Coordinator Health Professions and Public Service

Aurora Fox Valley Campus
Full-time Support Staff

Hybrid Option: Yes

Waubonsee Community College promotes diversity in faculty, staff, and student recruitment and 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.

This position is responsible for providing significant, high level administrative support and project management coordination for the Health Professions and Public Services division including all activities, initiatives and operations overseen by the Dean. The Administrative Coordinator serves as the primary point for operational and administrative contact for the internal and external constituencies often on complex and confidential issues.

Demonstrates a high level of professionalism and maintains confidentiality, as well as an awareness of division projects and strategic priorities. Coordinates the provisions of support services to the division office, and oversees and/or participates in the coordination, supervision, and completion of special projects and/or events with a focus on quality assurance and continuous process improvement. May serve on a variety of committees in a support capacity.

Responsibilities

Provide confidential administrative support for the Dean to include managing the schedule/calendar, making travel arrangements, screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquires as appropriate.

Serve as a primary point of direct administrative contact and liaison with other offices, faculty, staff, and external institutions and agencies on a range of specified issues; organizes and facilitates meetings, conferences, and other special events, as required, that support the academic programs, services, and the overall administrative operations of the division.

Performs highly responsible administrative work exercising independent judgment by utilizing knowledge, office management skills, and solutions-based approach to assist with and/or remedy operational issues that may arise. Examples include calendar management, ordering supplies, composing correspondence independently, and vendor management, etc. Prepare and enter the academic course schedule (including software reports and faculty assignments) and maintain communications with the stakeholders to ensure accurate course data and schedule entry.

Monitor and coordinate accounting activities and department budget, prepare internal reports and correspondence necessary for budget management, assemble budget information in preparation for fiscal year planning and participate in budget planning and management as required.

Ensure the accurate and timely entry of data and information regarding courses and programs, including new course/programs, revisions, withdrawals, and letters of notification where appropriate.

Coordinate departmental planning activities including the process for securing course and division materials including, but not limited to, ordering course materials, receiving and maintaining division course material inventory in collaboration with Bookstore and division faculty and staff.

Completes or provides support for day-to-day and project-specific work assignments including but not limited to assists in managing projects in order to deliver them within scope, within budget, and with high levels of quality; actively participates as part of the project team to create deliverables and complete project tasks, as needed.

Enhances professional growth and development through participation in educational programs, meetings, and workshops, and performs other job-related duties as assigned.

Minimum Qualifications

High school diploma or equivalent with administrative coursework or certification required; Associate degree preferred.

Three years' administrative assistant level experience required.

Working knowledge and experience using Microsoft Office 365 and MS Suite and Adobe Acrobat software.

Demonstrates excellent written and oral communication skills.

Maintains the highest level of confidentiality and professionalism at all times.

Demonstrates excellent organizational skills with ability to manage multiple tasks simultaneously.

Ability to work independently with minimal guidance, collaborate on projects, tasks and initiatives and complete tasks in a timely manner.

Attendance at events during the evening and/or on weekends occurs occasionally.

Travel off-campus to a local or regional event, as well as travel to other Campus locations (i.e. Plano, Sugar Grove or Aurora Downtown) occurs occasionally.

Please attach the following documents when applying:

Cover Letter-Yes

Resume-Yes

References-Yes (Can be provided at interview)

Transcripts-No (Can be provided at interview)

Position Details
req1566
Grant Funded: No
Minimum Starting Rate: 20.25 - 20.25
Compensation Type: Hourly
Work Schedule: Other M-F 7:30 - 4:00
Work Hours: 40
Testing: Yes
Targeted Hire Date: 5/8/2023
Special Instructions: Please attach all required documents at the time of application.

EOE, including disability and veteran

This job has expired.