Administrative Specialist - Campus Safety and Operations

Administrative Specialist - Campus Safety and Operations
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.

This position is responsible to the Executive Director of Campus Safety and Operations. The position provides the administrative support services necessary to carry out operational service functions for the college.

Responsibilities

Perform daily administrative support responsibilities as delegated by the Executive Director of Campus Safety and Operations.

Onboard new employees with Access Cards and Keys. Maintain the physical key inventory database by issuing and collecting keys from new, current and separating employees.Use key cutting technology. Maintain physical core inventory for all campus buildings.
Troubleshoot access door issues with maintenance team or contractors and schedule repairs and installs with vendors.

Server as Controller for the Access Control and Security system. Maintain active employee access database, program access profiles, maintain building schedules, update building time zones and door time zones per request forms and special events.

Review time sheets and leave requests for Executive Director’s direct reports. Review, assign and reroute incoming Service Desk work orders pertaining to access controls, physical keys, and capital projects. Assist with coordination of cross departmental team projects.

Schedule bi-monthly meetings for the Campus Safety & Operations Team and Direct Report meetings and other meetings, as directed by the Executive Director.

Review and maintain all college facilities data to submit annual reports to Illinois Community College Board (ICCB)

Maintain and Update Building Maps with renovations and remodels, work with Architects for updates

Answers telephone, takes messages and answers inquiries within assigned scope of responsibility.

Maintain the department’s memos for Board of Trustee (BOT) meetings and prepare Executive Director’s BOT meeting folder

Schedules appointments, maintains calendar and allocates Executive Director’s time.

Attend, take notes and record minutes for meetings, as needed.

Attend collaboration meetings with other admins across the college

Perform other duties as assigned to support the Executive Director of Campus Safety and Operations.

Minimum Qualifications

High school diploma.

Three years related administrative experience.

Working knowledge of MS Word, MS Teams, spreadsheets, data entry, email, electronic calendar and computer networking.

Ability to maintain strict confidentiality.

Ability to type 45 wpm.

Excellent human relations/customer service skills and a proven ability to function effectively with a wide variety of people in a dynamic environment.

Internal drive to accomplish tasks effectively and efficiently within a specified timeframe.

Ability to prioritize and work with limited supervision.

Ability to lift up to 25 pounds.

Excellent organizational, written and oral communication and human relations skills.

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)