Administrative Coordinator - Human Resources

Administrative Coordinator - Human Resources
Full-time Staff
Sugar Grove Campus

Hybrid 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 Administrative Coordinator Human Resources providesconfidential organizational and administrative support to the Chief HumanResources Officer (CHRO) and HR leaders. This role coordinates daily officeoperations, meetings and events, records, communications, budgetadministration, personnel transactions, and administrative support for hiringand onboarding. The position manages administrative priorities, monitorsassigned financial and operational processes, and follows up on deadlines tosupport efficient HR operations and responsive customer service. This positionreports to the CHRO.

Responsibilities

Serve as the first point of contact forinternal and external Human Resources stakeholders in person and virtually.Monitor the HR email inbox, respond to routine inquiries using establishedprocedures, and route matters requiring specialized guidance or decisions tothe appropriate HR staff or HR leaders. Maintain front desk coverage and officeclosures.

Provide administrative and project coordination support to the CHRO andHR leaders, including scheduling meetings, preparing agendas and materials,tracking action items and deadlines, and coordinating training and travelarrangements.

Coordinate daily HR office operations, including:

- Maintain adequateoffice supplies by monitoring inventory and processing orders.

- Assist incoordinating maintenance requests for Building A.

Maintain HR staffattendance and events calendars. Coordinate the collection and review ofdepartmental timesheets and leave requests for completeness and route them tothe CHRO or designated HR leaders for approval each pay period.

Assist the CHRO and HR leaders withcompiling, formatting, and coordinating the review of materials and reports formonthly Board of Trustees meetings.

Provide comprehensive administrative coordination for the HumanResources department budget in support of the CHRO and HR leaders, including:
- Assist with annual budget development by compiling historical expenditures, anticipated expenses, contractual obligations, and budget requests.

- Monitor departmental budgets and expenditures throughout the fiscal year; maintain internal tracking records; prepare routine budget status reports; and identify items requiring review by the CHRO or designated HR leader.

- Review and reconcile departmental expenditures against College financial records, research discrepancies, and coordinate corrections with the appropriate College departments.
Prepare and process approved purchase requisitions, purchase orders, invoices, budget transfers, journal entries, and other financial transactions in accordance with College policies and established procedures.

- Track recurring expenses, professional services, memberships, subscriptions, employee development expenditures, travel, supplies, and other HR financial commitments. Assist with budget forecasting by compiling expenditure trends, anticipated commitments, available balances, and potential variances.

- Coordinate documentation and deadlines associated with annual budget development, mid-year reviews, year-end closeout, and audit or institutional reporting requests.

Serve as the departmental administrative liaison with Finance and other College departments regarding routine budget, purchasing, and financial processing matters, referring decisions requiring budget authority or policy interpretation to the CHRO or appropriate HR leader.

Work with the CHRO and HR leaders todraft, format, coordinate review of, and distribute approved departmentcommunications and materials for meetings and events.

Prepare, submit, and track assigned Electronic Personnel Action Forms(EPAFs) and related personnel transactions in accordance with establishedCollege procedures. Review submissions for completeness, maintain supportingdocumentation, follow up on outstanding items, and refer questions, exceptions,or approval decisions to the appropriate HR staff or HR leaders.

Perform other duties as assigned.

Minimum Qualifications

High School Diploma required. Associatedegree or equivalent preferred.

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

Experience with project support and event coordination required.Experience with budget administration, financial tracking, reconciliation,purchasing processes, and spreadsheet-based financial reporting preferred.

Proficiency with word processing, spreadsheet, database, andpresentation software, including Microsoft Word, Excel, and PowerPoint.Demonstrated ability to use Excel for budget tracking, reconciliation, and routinefinancial reporting. Working knowledge of Outlook, Teams, and shared electronicdocument systems required.

Excellent organizational, verbal, and written communication skills.Ability to manage competing priorities, track deadlines, and handle sensitiveand confidential information and requests on behalf of HR leaders with tact,timeliness, and discretion.

Ability to work independently and collaboratively as part of the HumanResources team.

Demonstrated ability to communicate and effectively interact withindividuals from diverse backgrounds.

 Please attach the following documents when applying:

1. Cover Letter-Yes
2. Resume-Yes
3. References-Yes (Can be provided at interview)
   
4. Transcripts-Yes (Can be provided at interview)
   

Position Details
req2246
Grant Funded: No
Compensation Range: 22.44 - 27.04    
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:  No
Priority Application Review Date:   11/18/2026
Applications received by the “Priority Application Review Date” will receive priority consideration. Review of applications will begin at that time and continue until the position is filled.
Benefits: Click to See Benefits Page

Special Instructions: You may attach references or transcripts to your application. References and official transcripts for Associate's degrees or higher are required to be submitted during the background check process.

Equal opportunity employer, including disability and veteran