Student Affairs Operations and Communications Manager - Oakton College

Job Description:

Basic Function and Responsibility:

The Student Affairs Operations and Communications Manager provides administrative, operational, and project management support to the Vice President for Student Affairs (VPSA). This role oversees the day-to-day operations of the divisional office while leading strategic initiatives that enhance operational efficiency, standardize Student Affairs practices, and support student success. The position serves as a key liaison across the College, coordinating cross-functional teams and ensuring student-facing communications are accurate, timely, and executive approved.

Characteristic

Duties and Responsibilities:

* Provide comprehensive administrative support to the VPSA, managing complex calendars, travel logistics, and high-priority correspondence with discretion and independent judgment.

* Direct daily administrative operations, including the supervision and performance evaluation of clerical staff and student workers.

* Monitor departmental operating budgets and grant-funded programs, ensuring fiscal compliance, accurate expense coding, and proactive notification of discrepancies.

* Collect and synthesize monthly data to produce official reports for the Board of Trustees, the President's Office, and the College community.

* Organize and manage the compilation of data and maintenance of confidential files, ensuring secure and efficient information dissemination for the divisional office.

* Manage the end-to-end student communications workflow; maintain a centralized communications calendar to ensure message consistency and obtain VPSA approval for all outgoing student outreach.

* Plan and coordinate special projects and large-scale events that standardize and strengthen Student Affairs practices across the institution. Meet established timelines, budgets, and performance goals. Continuously monitor project performance, proactively identifying and resolving risks or issues that may impact project plans, timelines, or institutional reputation.

* Assess content, assign courses appropriately, and manage the vendor relationship for the online student training module system, ensuring institutional compliance with federal and state regulations and college-specific needs.

* Serve as a high-level strategic partner in the management of sensitive data; design and maintain secure protocols for personnel records and executive-level communications to ensure privacy and compliance. Regularly has access to information pertaining to labor relations and collective bargaining agreement policies.

* Orchestrate the end-to-end preparation, quality control, and distribution of briefing materials for Divisional and Senior Leadership meetings, ensuring alignment with the VPSA's strategic objectives.

* Standardize and manage the bi-weekly divisional communication cycle, synthesizing college and community activities into cohesive updates to keep staff informed and engaged.

* Lead the design and execution of a comprehensive divisional onboarding program for new staff; coordinate and track professional development opportunities to enhance the core competencies of the team.

* Perform other job-related duties as assigned.

Supervision Received:

Administrative supervision received from the Vice President of Student Affairs (VPSA).

Supervision Exercised:

Administrative supervision is exercised over one full-time staff and student employees.

Requirements:

Qualifications and

Working Conditions:

* Bachelor's degree in Business Management, Communications, or related field.

* Five years of progressively responsible project management, and office/administrative support experience.

* One-year supervisory experience.

* Advanced proficiency in MS PowerPoint, Word, Excel, and Google Suite.

* Demonstrated excellence in written, verbal, and electronic communication, including editing, proofreading, and composition skills. Ability to gather, analyze, and present information.

* Exercise discretion and independent judgment in determining the dissemination of sensitive material and/or information.

* In-depth knowledge of college policies, procedures, and practices.

* Strong organizational skills, with attention to detail,…