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.

• 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…