Administrative Specialist Testing Services
Waubonsee Community College

Job Info

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Administrative Specialist Testing Services

Student Center
Full-time Support Staff

Hybrid Option: No

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 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 Specialist Testing Services provides comprehensive administrative and operational support to the Learning Assessment and Testing Services department. The position ensures the smooth coordination of departmental activities, including managing calendars, and overseeing communication. This individual also assists with the administration of testing services, maintaining compliance with industry standards, and upholding confidentiality.

Through effective organization and administrative support, the position contributes to the department's overall efficiency and growth. This position reports to the Testing Services Manager


Responsibilities

Manage administrative, organizational, and operational tasks to support the effective operation of the Learning Assessment and Testing Services department.

Oversee departmental calendars, facilitate communication, and coordinate essential resources and services.

Manage procurement processes, including purchasing supplies and processing financial transactions, ensuring accuracy and timely forwarding to relevant departments.

Support staff with onboarding, professional development arrangements, and travel reimbursements.

Assist with organizing department events and meetings, including logistics and resource coordination.

Maintain organized files and provide updates for internal publications.

Ensure the accuracy and functionality of department documents and systems.

Work closely with the department manager to provide comprehensive administrative support.

Act as a backup proctor for testing services, developing familiarity with testing platforms and acquiring necessary certifications.

Ensure compliance with industry standards and uphold FERPA and confidentiality guidelines.

Manage timesheets, submit service requests, and provide overall support for department operations.

Participate in professional development activities and collaborate on initiatives that enhance department performance.

Demonstrate a proactive approach to administrative support, exercising sound judgment and maintaining a high standard of service for internal and external stakeholders.

Minimum Qualifications

High school diploma required; Associate degree in Business Administration, Office Management, or a related field preferred.

Minimum of 2 years of experience in an administrative support role, preferably in a higher education or similar environment.

Strong organizational and time-management skills with high attention to detail and accuracy.

Excellent written and verbal communication skills.

Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Suite (Docs, Sheets, etc.).

Experience with calendar management, document organization, and file maintenance.

Ability to manage multiple tasks, prioritize effectively, and meet deadlines.

High level of professionalism, with strong interpersonal skills and a customer-service mindset.

Familiarity with or ability to quickly learn software systems such as RegisterBlast, Banner, Ad Astra, DocuSign, Zoom, and Microsoft Teams.

Ability to handle sensitive information and uphold FERPA and confidentiality guidelines.

Availability to work evenings or weekends as required to meet departmental needs.

Please attach the following documents when applying:

Cover Letter-Yes

Resume-Yes

References-Yes (Can be provided at interview)

Transcripts-Yes (Can be provided at interview)

Position Details
req1859
Grant Funded: No
Minimum Starting Rate: 20.42
Compensation Type: Hourly
Work Schedule: M-F 8 a.m. - 4:30 p.m.
Work Hours: 40
Testing: Yes
Targeted Hire Date: 12/2/2024
Special Instructions: Please attach all requested documents at the time of application. Official transcripts will be required if hired.

EOE, including disability and veteran

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