Waubonsee Community College Hiring for Administrative Coordinator – Human Resources at Sugar Grove, IL Full Time

Administrative Coordinator – Human Resources

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!

Sugar Grove 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.

The Administrative CoordinatorHuman Resources provides organizational and administrative support to theExecutive Director of Human Resources and department leadership. With a focuson customer service and attention to detail, this role plays a pivotal part inthe efficient functioning of the HR department. Duties include assisting withmanaging office logistics, coordinating events, maintaining confidentialrecords, and facilitating hiring and onboarding processes. This positionreports to the Executive Director of Human Resources.

Act as the first point of contact for external and internal stakeholders of Human Resources, whether in person, virtually, or through monitoring and responding to inquiries to the HR email inbox.

Support department leadership including the Executive Director of Human Resources, Senior Human Resources Manager,

Employee Relations Manager, and Human Resources Recruitment Manager, by providing project support, coordinating training or travel arrangements, planning meetings, handling purchasing requests, etc.

Summary of daily office operations responsibilities:

• Efficiently manage incoming mail, ensuring timely processing.
• Maintain adequate office supplies by monitoring inventory and processing orders.
• Keep the office organized and functional for smooth operations.
• Prepare and maintain both physical and electronic personnel files for employees.
• Assist in coordinating maintenance requests for Building A.
• Assist with maintenance of the job description shared drive and updates to job descriptions.

Support hiring and onboarding processes by assisting new employees with completion of new hire paperwork and gathering and maintaining records and information, including completion, verification, and maintenance of I-9 documentation.

Manage HR staff attendance and events calendar and approve departmental timesheets and leave requests each pay period.

Coordinate and organize HR-sponsored events, update the events calendar, college-wide calendar, and assist the Employee

Relations Manager and Human Resources Generalist with coordinating events related to the Support Staff Committee and

Employee Engagement sponsored events.

Assist the Executive Director of Human Resources with the preparation of materials and reports for the monthly Board of Trustees meetings.

Assist the Executive Director in monitoring the department budget, processing budget transfer requests, reviewing/forecasting budget expense trends, and related budget processes.

Update institutional documents including the College Catalog, Student Handbook, and Clery Act Crime Statistics annually and as needed. Additionally, coordinate and process annual compliance reports and required postings such as those related to the Illinois Governmental Ethics Act, the Illinois Department of Human Rights, and all federal and state labor laws.

Maintain the Adjunct Faculty Guidebook, Support Staff and Administrative Handbooks, and collective bargaining agreements with annual updates, revisions, and distribution.

Work cooperatively with Executive Director and HR Managers to prepare and distribute communication for various meetings and events.

Perform other duties as assigned.

Minimum Qualifications

High School Diploma required. Associate degree or equivalent preferred.

Minimum of three years’ experience in administrative support roles, preferably in Human Resources or a related field.

Experience with project support, event coordination, and budget monitoring is desirable.

Must have knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software (MSWord, Excel, and PowerPoint). Working knowledge of Outlook, Teams and other applications required.

Excellent organizational, verbal and written skills. Possess exceptional interpersonal communication skills and the ability to effectively handle sensitive and confidential issuesand requests on behalf of Human Resources leadership with tact, timeliness, and discretion.

Ability to work independently and work collaboratively as part of the HR-ED team.

Demonstrated ability to communicate and effectively interact with individuals from diverse backgrounds.

Please attach the following documents when applying:

1. Cover Letter-No
2. Resume-Yes
3. References-Yes (Can be provided at interview)
4. Transcripts-No (Can be provided at interview)

Position Details
req1745
Grant Funded: No
Minimum Starting Rate:  $20.95      
Compensation Type: Hourly 
Work Schedule: M-F 8 a.m. – 4:30 p.m.
Work Hours: 40 hours/week
Testing:  No
Targeted Hire Date:  5/20/2024

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

EOE, including disability and veteran