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Office Coordinator (part-time)

Employer
Wheaton College Illinois
Location
Wheaton, IL

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Employment Type
Full Time
Institution Type
Four-Year Institution
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Job Details

Position: Office Coordinator (part-time) Location: Wheaton, IL
Job Id: 598 # of Openings: 1 Learning & Teaching Collaborative Office Coordinator Job Overview
  • The Office Coordinator will effectively welcome guests, manage student data, provide administrative support, and coordinate office tasks to serve the Learning & Teaching Collaborative primarily assisting the Learning & Accessibility Services Office and Academic Advising Office.
  • The Office Coordinator will report to the Lead Academic Advisor
  • This is a part-time position for 20 hours per week and 12 months each year.
Duties and Responsibilities
  • Greet, welcome and receive everyone entering the office, assisting students and visitors by providing information and directing to appropriate offices.
  • Answer telephones – providing answers when able, taking clear messages as required, and transferring calls as necessary.
  • Coordinate scheduling for the Learning and Accessibility Services (LAS) Director, Accessibility Specialist, and Academic Advisors as needed.
  • Help with appointments and arrange meetings for the LAS Director, Accessibility Specialist, and Academic Advisors.
  • Proctor exams that take place in the vicinity of the office.
  • Manage student data which may include:
  • Maintaining electronic student files.
  • Facilitating electronic student file implementation in the Accommodate system.
  • Transitioning graduating student files to historic records.
  • Administrative support for Academic Advisors’ case management.
  • Data entry in Banner.
  • Managing Onbase records management for the office.
  • Read, edit and organize campus-wide email announcement messages with information pertinent to the LAS department and Academic Advising Office.
  • Update brochures and marketing information, facilitating distribution.
  • Attend team meetings and participate as required.
  • Plan details related to trainings and events for the campus community.
  • Coordinate multiple office needs that include, but are not limited to:
  • Maintaining and ordering office supplies, etc.
  • Opening or closing of the office
  • Communicating out-of-office phone and email protocols
  • Coordinating office needs with campus department: Facilities Management, AIT Services, etc.
  • Facilitating inner-office email communication
  • Maintain the LAS, Academic Advising, and LTC websites.
  • Manage annual projects and workflows for the LAS and Academic Advising offices.
  • Run reports and track data as requested by the LAS Director, Accessibility Specialist, and Academic Advisors.
  • Oversee purchasing for the office using Thundermart or college credit card; work with outside vendors; receive deliveries and regularly inform directors of account balances.
  • Provide additional administrative support for the Registrar’s Office as needed.
  • Perform other duties as assigned.
    • This job description is intended to represent key areas of responsibilities; specific assignments may vary from time to time, and other duties may be assigned. Qualifications
    • Bachelor’s degree preferred.
    • Experience in customer service with strong interpersonal and communication skills.
    • Ability to maintain confidentiality.
    • Self-starter, organized, and detail-oriented team player.
    • Ability to multitask and prioritize tasks.
    • Computer skills: proficient in Microsoft Office products and adaptable to new software (including, but not limited to Banner, Access, Qualtrics and web-based programs).
    • A commitment to the goals and purposes of Christian higher education and a life that is consonant with the Statement of Faith and the Community Covenant.
    Physical Requirements The employee is regularly required to sit, talk, or hear; frequently required to use repetitive hand motion, handle or feel, and to stand, walk, reach, bend or lift up to 10 pounds. FLSA Status - Non-Exempt As a Christ-centered community, Wheaton College faculty and staff must affirm the College’s Statement of Faith as expressing their own theological convictions and agree to live by the moral standards in Wheaton’s Community Covenant, modeling these commitments for the Christian formation of our students. Wheaton College faculty and staff also support the Christ-Centered Diversity Commitment which highlights our desire to treat all individuals as equal image-bearers of Jesus Christ through diversity, inclusion, justice and unity. Updated February 2021

    Organization

    Wheaton College is an explicitly Christian, academically rigorous, fully residential liberal arts college and graduate school located in the Chicago area. Established in 1860 in Wheaton, Illinois, Wheaton is guided by its original mission to provide excellence in Christian higher education, and offers more than 40 undergraduate degrees in the liberal arts and sciences, and 18 graduate degrees in various fields of study.

    Located 25 miles west of Chicago, IL, Wheaton College, founded in 1860, is a four year private, residential, academically rigorous interdenominational Christian liberal arts College that “serves Jesus Christ and advances His Kingdom through excellence in liberal arts and graduate programs that educate the whole person to build the church and benefit society worldwide.”

    Employee Benefits: https://www.wheaton.edu/about-wheaton/offices-and-services/human-resources/ or https://www.wheaton.edu/about-wheaton/offices-and-services/human-resources/benefits-overview/  

    Life in Wheaton, IL: http://www.wheaton.il.us/

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