Associate Chief of Staff at Waubonsee Community College in Sugar Grove, Illinois

Job Description:

Associate Chief of Staff




Sugar Grove Campus
Administrator



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 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.



Position Summary:



This position works closely with the Chief of Staff and Vice President of Strategy to enhance organizational efficiency, foster strategic partnerships, and lead initiatives and special projects that promote collaboration and innovation. Under their direction, this position provides oversight and leadership for projects and initiatives related to the Office of the President, resource management, process development, project tracking and continuous improvement. Additionally, this position serves as a back up to the Chief of Staff, with full authority in that capacity.



Office Operations & Process Development:



Coordinate day-to-day functions of the Office of the President (OOTP).


Develop, implement, and manage workflows and processes to ensure efficient operations in collaboration with leadership.


Collaborate with the Chief of Staff, to oversee institutional priorities, including the Strategic Plan; track initiatives, ensure deadlines are met, and proactively identify potential project risks while recommending solutions.


Conduct research, assist with major reports, and handle special projects as directed by the Chief of Staff and Vice President of Strategy.


Engage in professional development for continuous improvement in organizational efficiency and policy knowledge.



Communication & Correspondence:



Compose internal and external communications on behalf of the Chief of Staff, including confidential correspondence.


Facilitate communication between the Office of the President and stakeholders, ensuring effective information flow.


Collaborate with the Executive Director of Marketing and Communications on the President's Report to the Board and other


Presidential communications.


Represent the Office of the President in college-wide initiatives, workgroups, and committees.



Event & Recognition Coordination:



Lead the meeting preparation for the President's Cabinet, including agendas. Ensure all materials undergo a thorough review and approval process, providing strategic and operational support to advance key college objectives.


Plan and coordinate recognition programs for Board of Trustees meetings, including the Distinguished Alumnus Award and


Distinguished Contributor Award.


Co-chair the institutional commencement committee and oversee event planning.


Work with the Executive Director of Marketing and Communications to manage institutional awards, recognition, and conference submissions.



Budget & Resource Management:



Assist with the annual budget development process for the Office of the President, ensuring alignment with institutional planning.


Oversee the Office of the President budget and personnel functions, including timesheets for direct reports and OOTP staff.


Manage financial and resource aspects related to institutional awards and recognition programs.



Leadership & Representation:



Support the Chief of Staff and Vice President of Strategy in meetings, committees, task forces, and work groups, serving as backup with full authority when needed.


Represent the Office of the President in interactions with internal and external stakeholders,


Coordinate on-campus government relations efforts, including scheduling meetings, preparing materials for visits with elected officials, and supporting legislative visits to Washington DC and Springfield. Partner with the Chief of Staff to recommend engagement strategies and develop innovative ideas.


Other duties as assigned.



Minimum Qualifications



Master's degree in related field required.


Minimum of five years of progressively responsible experience in roles supporting an executive office, process improvement, or organizational development.


Two years of supervisory and/or project management experience required.


Experience in a community college and/or institution of higher learning preferred.


Excellent verbal, written communication, and presentation skills.


Strong organizational, time management, and multitasking abilities.


Sound judgment, problem-solving, and adaptability.


Ability to handle sensitive, confidential information with tact and diplomacy.


Demonstrated ability to work in a fast-paced environment with competing priorities.


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

req1848
Grant Funded: No
Minimum Starting Salary: $91,108
Compensation Type: Salaried
Work Schedule: M-F 8 a.m. - 4:30 p.m.
Work Hours: 40 hours/week
Testing: No
Targeted Hire Date: 11/18/2024
Special Instructions: Please attach all required documents at time of application.


EOE, including disability and veteran Apply Now