Administrative Specialist Student Engagement
Waubonsee Community College

Job Info

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Administrative Specialist Student Engagement

Sugar Grove Campus
Full-time Support Staff

Hybrid Option: No

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.

Reporting to the Dean for Student Engagement, this position provides the full range of administrative services necessary to support the Dean for Student Engagement and personnel within the Dean for Student Engagement unit as well as regular support to students.

Responsibilities
Provide administrative support for the Dean for Student Engagement Office.

Assist in coordination of office procedures including, but not limited to, scheduling internal and external appointments and meetings.

Directly support all office communication, which includes answering phones, emails, correspondence via the Student Conduct software, creating fliers and brochures, training materials, and producing departmental reports, such as the Annual Student Conduct report.

Review and provide edits for office-related content in publications, such as the Student Handbook.
Coordinate all communication correspondence and serve as the first line of contact for students in the Student Conduct process.

Maintain departmental webpages and portlets, including regular maintenance of the college's student conduct management system.

Coordination of logistics for training material including logistics, tracking attendance and assessment materials.
Serve on the Waubonsee Cares committee and coordinate the collection and distribution of food and goods to all four campuses.

Oversee financial budgets for the Dean for Student Engagement office. This includes, but is not limited to, daily and weekly budget maintenance, purchasing of materials, and processing travel reimbursements.

Create and maintain office procedures for record management and maintaining an efficient electronic storage drive.

Creates printable items such as fliers, brochures, event programs and posters.

Coordinate student events and programs focused on student engagement and communication on an ongoing basis, as needed.

Prepare and submits the Dean's monthly activity, one-liners and President's Reports and review staff leave reports and time sheets for departments that report to the Dean.

Provide back up support for Dean for Student Engagement units as assigned.

Perform other duties as assigned.

Minimum Qualifications

High school diploma or equivalent required. Associate degree preferred.

Three years' related administrative assistant or office experience required.

Ability to work effectively with a team and thrive in a collaborative environment with excellent organizational, analytical and problem-solving skills, and attention to detail.

Must exercise good judgment, work independently, and demonstrate excellent communication and organizational skills.

Advanced technology skills including Microsoft Suite (Word, PowerPoint, Excel, and Publisher), as well as other database, email, and electronic calendaring systems.

Excellent written and oral communication skills.

Excellent interpersonal skills to handle sensitive and confidential situations that require demonstrated poise, tact, confidentiality and diplomacy.

Demonstrated ability to effectively communicate and collaborate with all levels of constituents.

Demonstrated ability to set priorities, handle multiple assignments and deadlines, and display appropriate judgment while operating in a flexible and professional manner.

Demonstrated commitment to contributing to a diverse, equitable and inclusive environment for all members of our college community.

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
req1592
Grant Funded: No
Minimum Starting Rate: 18.79 - 18.79
Compensation Type: Hourly
Work Schedule: M-F 8 a.m. - 4:30 p.m.
Work Hours: 40
Testing: Yes
Targeted Hire Date: 7/5/2023
Special Instructions: Please attach all required documents at the time of application.

EOE, including disability and veteran

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