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Office Coordinator, Learning Center

Oakton Community College

Job Description


Full Job Description

Location: Des Plaines, IL Category: Staff Posted On: Fri May 19 2023 Job Description:

Basic Function and Responsibility:

Under general supervision, facilitate and organize the daily front desk operations of an assigned campus Learning Center. Manage and supervise the front desk staffing of the Learning Center. Anticipate and assess visitor needs, and provide comprehensive information and referrals to appropriate Learning Center staff and/or other College services. Provide administrative support to the Manager, Academic Success and Support, and the Director, Student Learning and Engagement.


Characteristic Duties and Responsibilities:

  • Organize and ensure front desk operations facilitate optimal customer service to all visitors of the Learning Center. Provide excellent customer service to students and visitors seeking information and refer students to appropriate support services and departments.
  • Recruit, hire, train and supervisor student employees working at the front desk of the Learning Center.
  • Assist with utilization and maintenance of scheduling and reporting software for academic support and interventions. Coordinate and ensure accurate data entry of tutoring and other academic support services.
  • Carry out administrative and clerical tasks related to maintaining and securing personnel data. This includes the hiring and tracking information for tutors, as well as other record keeping tasks requested by the Director.
  • Assist the Director in record keeping related to budget and organization of meeting tasks.
  • Serve as a liaison between students, tutors, and departmental staff to facilitate the process of connecting students with and registering students for Learning Center services, including, but not limited to tutoring.
  • Oversee the calculator loan program to include the issuing of calculators, revising and distributing program contracts, and maintenance of calculators.
  • Facilitate the development, implementation and maintenance of updated standard operating procedures for front desk operations of the Learning Center.
  • In consultation with the Manager, monitor budget associated with areas of responsibility and provide budget recommendations. Maintain inventory and recommend purchase of academic support resources.
  • Oversee the inventory, reproduction, and distribution of Learning Center printed materials.
  • Collaborate with the Learning Center staff, instructors and tutors to oversee the supply and upkeep of instructional materials, including, but not limited to models, equipment, minerals, and other source materials.
  • Order and maintain inventory of general office supplies and arrange appropriate maintenance services of Learning Center computers, printers, furniture, fixtures, etc. as needed.
  • Participate in Learning Center team meetings.
  • Perform other job related duties as assigned.


Job Requirements:

Qualifications and Working Conditions:

  • Associate degree or equivalent combination of education and experience from which comparable knowledge and skills can be obtained is required. Bachelor degree preferred.
  • Two years general administrative or clerical work is required.
  • A high level of interpersonal and communication skills are required. Must be able to explain policies and communicate with others in situations requiring sensitivity and tact.
  • Must be able to provide quality customer service.
  • Technology skills and computer competence, including MS office suite, and database programs are required.
  • Exceptional organizational and time management skills are required. Ability to work independently prioritizing tasks to meet deadlines while maintaining accuracy and attention to detail.
  • Ability to interact professionally and tactfully with people of different levels of education, cultural backgrounds, and life experiences, and to exhibit an adequate level of respect to fellow employees and the College community at large.
  • Ability to travel and work flexible hours at both the Skokie and Des Plaines campuses including some evening hours consistent with student needs is required.

Physical Demands:

Mobility to move from building to building on Campus and to visit off Campus entities. Work is performed in a general office environment and is sedentary in nature. Little or no exposure to adverse working conditions.


Additional Information:

Supervision Received:

Functional supervision is received from the Manager, Academic Success and Support. Administrative supervision is received from the Director of Student Learning and Engagement.

Supervision Exercised:

General supervision is exercised over student employees.

SALARY: $43,924

HOURS: Monday - Friday 7:45 am - 4:30 pm

Based on the needs of the college and with Administrator approval, some positions at the college may have remote or hybrid schedule options available after 30 working days.

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