Wisconsin Lutheran College is seeking a full-time Office Coordinator in the College of Adult & Graduate Studies (AGS). This position serves as a resource and communication hub for AGS students, facilitators, instructors, enrollment/advising team, administrative staff, and internal college departments regarding AGS policy and process to best serve student needs. As such, this role is responsible for a wide variety of customer service, data management, project management, support and administrative duties and provides direct support for the Dean of AGS to facilitate AGS growth and development in accordance with WLC mission and values.
Primary Responsibilities:
- Serve as AGS resource and communications hub for students, facilitators, and internal WLC departments to facilitate AGS daily operations.
- Develop, maintain, utilize and enforce consistent application of the AGS operating policies, procedures, documents, forms and materials to ensure efficiency, service and quality to Wisconsin Lutheran College (WLC) AGS students.
- Develop effective internal campus relationships with marketing, business, admissions, financial aid, and registrar personnel to maintain processes that ensure student, course facilitator/instructor, and AGS staff needs are served efficiently with difference making service and care.
- Align AGS office management processes to support strategic plans and objectives to advance WLC's mission and ministry.
- Facilitate course scheduling and logistics including but not limited to reserving classrooms; ordering, tracking, and delivering textbooks and course materials; initiating and tracking course evaluations, and collaborating with the director of academic technology (DAT) for integration of such services and materials in online and onsite courses.
- Support and assist the entire AGS enrollment team with data management and communication services as needed; collaborating with WLC's communication and marketing specialist to support timely deployment of special AGS marketing campaigns. As needed, work to facilitate consistent communication between AGS enrollment personnel and candidate students.
- Maintain, and modify as needed, AGS internal control systems, partnering with IT and other support departments, to include: AGS data management, student and program records, financial records, as well as any other tracking requirements associated with assessment and licensure/certification reporting.
- Support and efficiently lead a culture of continuous improvement for AGS office management processes; providing ideas as necessary to improve efficiency, quality, outcomes, and customer service.
- Support and facilitate efforts of the Dean of AGS in recruiting and engaging quality facilitators, instructors, and guest lecturers.
- Conduct facilitator, faculty, and staff onboarding processes, leveraging internal resources and external vendors as needed to ensure thorough orientation, training, and support.
- Facilitate interaction with HR for course facilitator agreements and initiating payroll.
- Facilitate interaction with the business office for purchases, invoicing, reimbursement, account reconciliation, budget development, and associated tracking processes.
- Ensure maintenance of appropriate accreditation records, data and timely reporting as needed to accreditation agencies, and in support of Dean's strategic data needs.
- Perform all office coordination duties including, but not limited to: word processing, copies, filing, data entry, telephone/email receptionist, mail, maintaining records and files (hard copy and/or electronic as needed), drafting documents, correspondence, scheduling and maintenance of appointments.
- Collaborate with the AGS team members in accomplishment of AGS projects and initiatives. This may also include providing moderate support for AGS faculty and adjunct professors in preparation/distribution of course materials, correspondence or other support needs.
- Assist in the supervision, direction and mentoring of student employees.
- Perform other duties as assigned and approved by the Dean of AGS for/with other AGS team members.
REQUIREMENTS
Education and Experience:
- Bachelor's degree required; in lieu of bachelor's, equivalent successful office coordination experience may substitute
- Minimum of 3 years successful office coordination and/or related professional operational/executive support role.
- Prior project coordination and responsibility for accurate record keeping required.
- Higher education work experience is desired, preferably in an administrative support or office management role.
- Familiarity with teacher education and/or licensure/certification is preferred.
- Experience and/or knowledge of integrated work flow processes for admissions, financial aid, registrar and business office is preferred.
- Jenzabar inquiry and applicant tracking database experience is a definite plus.
- Demonstrated experience and passion in serving others, and respect of all others as God's creation.
Knowledge, Skills, and Abilities:
- Must be able to perform duties in a manner consistent with the WLC's Code of Christian Conduct and WLC's mission, ministry, and affiliation with the WELS.
- Excellent organizational skills and abilities to serve by completing multiple tasks simultaneously, yet seamlessly.
- Exceptional service orientation, attitude, and demeanor as delivered through engaging interpersonal, customer service and problem solving skills.
- Proven oral and written communication skills marked by appropriate professionalism and judgment for each situation and enhanced through the ability to relate effectively on multiple levels with faculty, staff, students, administration, internal associates, and external partners.
- Demonstrated ability to use a personal computer and various software packages such as Microsoft Office and other related database software, with knowledge of Jenzabar database and reporting being a definite plus.
- Excellent team player with outstanding collaboration skills with ability to stay on task, prioritize, and lead the day-to-day tasks in support of team and customers.
- Strong ability to establish priorities, work independently, problem solve and accomplish objectives without supervision, yet exercise judgment regarding the escalation to leadership/partners as needed.
- Ability and capacity to work some evenings, weekends, and potentially holidays as needed to serve AGS students and accomplish program goals.
Interested candidates should submit a cover letter and resume to john.wendland@wlc.edu.