Office Coordinator

Wheaton College Illinois
Wheaton, IL

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support, Institutional Research & Planning, Student Affairs, Counseling
Employment Type
Full Time
Institution Type
Four-Year Institution

Job Details

Position: Office Coordinator Location: Wheaton, IL
Job Id: 762 # of Openings: 1 Administrative AssistantMilitary Science Department Job Overview Independent, self-starter serving as the long-term continuity for the Military Science Department by assisting the Professor of Military Science in daily administrative support and academic liaison to Wheaton College and our partner universities and colleges. Oversee the university provided budget for the department and monitor expenses. Maintain relationships and engage key leaders on and off campus in areas that pertain to the department and how policies and procedures are implemented within the context of an Army ROTC unit on a college campus. Acclimate new cadre and staff sent by the Department of Defense to the Wheaton College. Duties and Responsibilities
  1. Models the Statement of Faith and Community Covenant with colleagues, faculty, staff, students, and appropriate external constituencies. Acts as an official college representative for the ROTC program, looking out for the college’s best interests and ensuring compliance with college policies at all times. Ensures the department complies with all FERPA requirements. Serves as the point of contact and continuity for both the institutional, administrative and academic requirements in conjunction with the operation of the Army ROTC Instructors at the College. Advises the Professor of Military Science and Instructors on all institutional requirements.
    Manages the Army IgnitEd system for all cadet scholarship payments to all colleges under the ROTC Program’s jurisdiction. Acts as the certifying officer from the university. Works closely with Student Financial Services and the Registrar’s office to ensure non-traditional students comply with policies and procedures for registration and paying school bills at Wheaton College.
  1. Serve as academic advisor to cadets to include academic progression and completion of appropriate documents especially the Army’s Planned Academic Worksheet (CC Form 104-R). Be able to review nine college course catalogs, analyze cadets’ academic alignment with both graduation and ROTC requirements. Builds and maintains relationships with academic advisors, registrars, and other academic counselors at partner universities. Maintains familiarity with the processes and policies of each university.
    Onboard all new cadre and staff sent by the Department of Defense to include access to systems and procedures and setting expectations for culture and future vision of the department. Serves as the primary contact person for the ROTC office; coordinating new cadre in-processing/onboarding with Human Resources, A.I.T., the Parking Office, and Public Safety.
    Engage key leaders (deans, administrators, faculty, department chairs) at Wheaton College and other colleges and universities as the point of contact for all ROTC related inquiries, problems, and collaboration. Be a problem solver with unique solutions.
    Monitors cadet performance and academic transcripts to ensure continued compliance with eligibility and commissioning requirements. Advises the instructors on cadet academic performance and eligibility. Assist students in preparation of their individual academic degree plans for tracking of academic progress. Provides one-on-one cadet academic counseling as required and appropriate. Refers students for further counseling with instructors, faculty advisors, the office of Learning and Accessibility Services, and the Counseling Center as required and appropriate.
    Oversee student feedback process each semester by working in collaboration with Institutional Research.
    In collaboration with Student Development, Registrar and Student Financial Services, ensure compliance by special ROTC students with school policies, keeping accounts up to date and training for Title IX. Input into Banner these students and their financial codes as they change based on contracting status of each individual student.
    Manages Wheaton College catalog reviews, revisions, course guides, and course schedules for the department.
    Assists with informational/application details and implementation of special academic programs and events sponsored by the Provost's ROTC Office (e.g., faculty achievement awards, Honors Convocation, annual reports, and the annual Faculty Banquet, Commissioning program, senior honors dinner, etc.).
  1. Maintains the Faculty special student modules in the BANNER system (including setting up and populating new forms when needed). In cooperation with the Registrar and Student Financial Services offices.
  2. Maintains their own personal military-security-clearance with the Department of Defense (DoD) and stays up to date on all DoD annual online-training requirements.
    Obtains and maintains a government Common Access Card (CAC) and provides Human Resources support to the ROTC program through the Army’s Cadet Command Information Module (CCIM). Prepares enrollment and contract documents for students enrolling in the basic and advanced courses; including the preparation, maintenance, and destruction of forms, letters, and files required for cadet administration. Oversees the preparation and submission of CCIMS data and cadet administrative reports no later than issued deadlines.
    Serve as the college representative for scholarship boards. Obtain a qualified college representative for all disenrollment boards.
    Represent the department at meetings where requested to include faculty business meetings when the Professor of Military Science is unavailable.
    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
  1. B.A. or B.S. degree from an accredited four-year college or university preferred.
  2. 2 years’ experience working in higher education preferred.
  3. Preferred experience working with the military and its systems. Knowledge of military personnel rules, regulations, procedures and operations. Familiarity with the military culture and life. (Not Required)
  4. Experience with managing budgets and processing scholarship payments.
  5. Ability to obtain and maintain a government security clearance.
  6. Computer experience with MS Word, Outlook, Excel and PowerPoint with especially strong skills in Excel. Aptitude for learning new software systems and using tables for reports.
  7. Detail-oriented with exceptional organizational, communication, and problem solving skills.
  8. Ability to work independently and with teams.
  9. Trustworthy with sensitive information.
  10. Highly adaptable to change.
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


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.”

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