Administrative Specialist - Campus Safety and Operations

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: Cover Letter-Yes Resume-Yes References-Yes (Can be provided at interview) Transcripts-Yes (Can be provided at interview) Position Details req2221 Grant Funded: No Compensation Range: 20.83 - 25.10 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 Testing: No Priority Application Review Date: 10/19/2026 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. Organization Waubonsee Community College is a fully accredited community college with a four-campus network, state-of-the-art facilities and a dedicated team of professionals. We continue to strive for transformation in our programs and services. Transformation plays an essential role in our unending quest to be the area's top choice for learning and the pride that comes from knowing we are more than college - Waubonsee is community college. Waubonsee values and respects all employees, promoting organizational excellence by upholding the highest standards set by our accrediting bodies, careful stewardship of our resources, and meaningful work defined by the successful fulfillment of our mission. We are committed to the hiring and retention of quality faculty and staff who are connected to the college's culture of collaboration, professional growth and student success. To do this, we work to provide compensation consistent with peer institutions, generous benefits, staff development and cultural enriching activities. As an institution we celebrate diversity in faculty, staff and student recruitment.