Senior Administrative Coordinator to Chief of Staff and Vice President of Strategy

Senior Administrative Coordinator to Chief of Staff and Vice President of Strategy

Full-time Support Staff

Sugar Grove Campus

Hybrid Option : 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.

The Senior Administrative Coordinator provides high-level administrative and logistical support to the Chief of Staff and Vice President of Strategy, helping ensure the seamless operation of the Office of the President (OOTP). This role requires a high level of discretion, keen attention to detail, strong problem-solving abilities, initiative, excellent organizational and communication skills, and the capacity to exercise sound independent judgment. The Senior Administrative Coordinator manages complex calendars, prepares materials for meetings and events, and maintains critical departmental systems. As a key partner to the Chief of Staff, this role contributes to operational efficiency by anticipating needs and executing priorities with professionalism, accuracy and in a timely manner.

Responsibilities and Duties :

Executive Support and Logistics

Serve as the primary administrative support to the Chief of Staff and VP of Strategy.

Perform highly responsible and complex administrative work, exercising independent judgment.

Manage a complex calendar, scheduling internal and external meetings with a wide range of stakeholders including students, faculty, staff, elected officials, and community partners.

Coordinate travel arrangements, itineraries, travel expense reports, and associated logistics aligned with institutional events and responsibilities

Track key dates, deliverables, and institutional deadlines for the Chief of Staff and department, including award submissions and conference presentation proposals as identified at the institutional level.

Support the planning and logistics for departmental, strategic, and community events led by the Chief of Staff.

Prepare and submit requisitions, purchase orders, and other departmental paperwork in accordance with college procedures.

Monitor and maintain an inventory of office and miscellaneous supplies.

Communication and Coordination

Draft and format ad hoc internal and external communications, talking points, reports, and presentation materials with a high level of accuracy and professionalism, as needed or requested.

Prepare and distribute agendas, materials, and follow-up notes and action items for departmental and cross-functional meetings, as needed or requested.

Proofread and review documents to ensure clarity, accuracy, and tone appropriate to the Office of the President.

Answer and monitor calls for the Chief of Staff and VP of Strategy using a multi-line telephone.

Assist Chief of Staff and VP of Strategy with monitoring and organizing email to ensure appropriate responses and actions have been met, including replying to, and sending, emails on behalf of the Chief of Staff and VP of Strategy as necessary or as requested.

Serve as liaison with the offices and staff that report to the Chief of Staff and VP of Strategy, Chief of Staff and VP of Strategy to maintain linkages between the staff of the unit with that of all other college offices and outside organizations utilizing written and oral communications.

Information and Document Management

Maintain and update the President's contact database.

Organize and maintain digital and physical filing systems for confidential and operational documents.

Assist with developing and maintaining a departmental procedures manual to ensure consistent practices and onboarding documentation.

Collaboration and Coverage

Provide administrative support to the Associate Chief of Staff as needed.

Provide backup for the Executive Administrative Coordinator to the President / Clerk of the Board and other departmental

Administrative Specialist as needed.

Serve as a collaborative member of the Office of the President, modeling professionalism, initiative, discretion, and a commitment to excellence.

Perform a variety of other job-related duties as assigned.

Minimum Qualifications

Associate degree required; Bachelor's degree preferred.

Minimum of 5-7 years of progressively responsible administrative experience, preferably in a complex or executive office environment.

Excellent written, verbal, and interpersonal communication skills.

Demonstrated ability to manage multiple priorities with attention to detail and deadlines.

High proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.

Professional demeanor with strong judgment, ability to work independently, confidentiality, and tact.

Demonstrated experience with taking initiative to keep projects moving.

Familiarity with higher education structures and terminology is a plus.

Occasional overtime may be required depending on the needs of the department.

Occasionally may need to lift up to 30 pounds.

Ability to type 60 wpm.

Excellent public relations skills.

Ability to work well with others and demonstrate leadership and teamwork

Please attach the following documents when applying :

• Cover Letter-Yes
• Resume-Yes
• References-No (Can be provided at interview)
• Transcripts-No (Can be provided at interview)

Position Details

req2004

Grant Funded : No

Compensation Range : 24.64 - 29.69

Compensation Type : Hourly

Compensation : The pay for this position will be determined by your experience, education, and qualifications.

Work Schedule : M-F 8 a.m. - 4 : 30 p.m.

Work Hours : 40 hours / week

Testing : Yes

Targeted Hire Date : 11 / 17 / 2025

Benefits : Click to See Benefits Page

Special Instructions : Please attach all required documents at the time of application.

EOE, including disability and veteran