The posting
Job Description
Senior Office Coordinator - Education
Under the supervision of the Chair of the Education Department, this position is responsible for providing support to the Chair for his/her administrative duties and serves as the primary relational hub and hospitable "front door" face for students, colleagues, and visitors entering the department. Serve as an administrative link to integrate the department with the operations of the institution as a whole, and as a coordination hub for external constituencies (e.g., state and federal reporting/compliance), supporting the Chair and designated employees in completing required reports and submissions. This is a full-time position and pays $23-$25/hr.
Position Responsibilities Office Administration
1. Provide administrative support to the Chair including scheduling support, correspondence, and other requests as needed.
2. Serve as first point of contact in the department for visitors, students and all college offices. Respond to phone and visitor inquiries, sort mail, and manage office area and machines.
3. Maintain department records and files including both paper and electronic documents.
4. Manage financial activities of the department: maintain financial records; monitor the budget; generate reports; research, process, and follow up purchase orders; process check requests and cash disbursements; maintain petty cash; maintain monthly credit card expenses and reconciliation.
5. Manage logistics of department events, including partnering with Undergraduate Admissions on department visits for prospective students.
6. Oversee student employees assigned to the department office area. Process paperwork and gather, record, and submit approved time cards for all student employees of the department. Work closely with Human Resources and Payroll as needed.
7. Maintain department web page in consultation with the Chair.
8. Order all department supplies, request equipment maintenance, and create work orders for repairs and other maintenance issues as needed.
9. Communicate with public safety and facilities for all work orders and department requests.
10. Safety representative for the department.
Academic Administration
1. Support the Chair in completing institutional processes and report requirements, including load sheets, ICP and other compensation related forms, faculty promotion processes, course scheduling, catalog copy and textbook ordering.
2. Track academic deadlines and provide necessary information to the Dean’s office on or before deadlines.
3. Support the Chair in new faculty searches, coordinating with the Dean and Provost’s offices, interacting with applicant tracking system, and processing and managing candidate files.
4. Facilitate timely flow of departmental and institutional communication between faculty and majors.
5. Facilitate teacher and course evaluation process at the end of each quad/semester.
6. Support planning and logistics of department summer academic programming.
7. Support Program Coordinators and Placement Coordinator with adjunct supervisor hiring, acclimation, compensation, and assessment.
8. Plan, attend, and take minutes at department meetings.
9. Serve on department committees as needed (i.e., Scholarship Committee).
10. Maintain strong communication with the Dean’s office in cooperation with the Department Chair.
11. Support the Chair and designated employees in preparing, coordinating, and submitting reports and compliance documentation to external constituencies (e.g., state and federal agencies), including maintaining calendars, records, and submission confirmations.
Other duties as assigned by Department Chair.
Professional Qualifications/Competencies
1. Bachelor’s preferred
2. Minimum of two years experience in office administration; academic environment preferred
3. Competency in Microsoft Office suite required. Ability to learn new systems as necessary
4. Strong organizational, communication and interpersonal skills required
5. Strong attention to detail with ability to attend to multiple tasks and manage frequent interruptions
6. Desire to foster a welcoming and service focused environment for students
Faith Qualifications
- Affirm the Wheaton College Statement of Faith as a faithful expression of one’s own theological convictions
- Affirm the biblical standards for Christian character and God-honoring behavior described throughout the Wheaton College Community Covenant, and promise to adhere to them in personal practice
- Support the Wheaton College Christ-Centered Diversity Commitment, the Gender Equity Vision Statement, and the College’s Convictions on Human Sexuality. These commitments can be found on the Wheaton College website.
Physical Requirements
The employee is regularly required to sit, talk, or hear; frequently required to use repetitive hand motion, handle or feel, and to stand, walk, reach, bend, or lift up to 10 pounds.
FLSA Status - Non-Exempt
Updated October 2026
