Job Overview
- The Office Coordinator provides frontline customer service to students, faculty, and staff regarding student records. This position also assists the department with incoming phone and in-person communication, outgoing communication, general office support, and Commencement event logistics. This position works collaboratively within the Registrar’s Office as part of the Student Progress, Records, and Registration team.
- The Office Coordinator reports to the Associate Registrar. This Office Coordinator position does not supervise any staff.
- This position supervises student workers.
- This position does not have budgetary management or oversight but does assist with budget tracking, invoicing, and reporting.
This position is part-time (20 hrs/week), 12 months, and non-exempt. Will occasionally require some evening and weekend hours. This position pays $20-$22/hr.
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Duties and Responsibilities
- Provide frontline customer service to students, alumni, faculty, and staff via email, phone, and in-person office visits.
- Maintain the Registrar’s Office website.
- Assist with outgoing mass email communication to the campus community.
- Hire, manage, and coordinate projects for student workers. Oversee their work of uploading student records to the document management system.
- Utilize document management system for maintaining student records. Follow best practices for records retention.
- Assist with Commencement planning logistics.
- Process transcript requests and related inquiries utilizing Parchment software.
- Process individual diploma orders and reorders utilizing Parchment software.
- Process alumni requests for notarization of transcripts and diplomas.
- Process updates to student data (name, address, phone number, etc.).
- Manage office purchasing requests in collaboration with the Registrar.
- Provide assistance to the Associate Registrar or other team members as needed.
- Other duties as assigned.
This job description is intended to represent key areas of responsibilities; specific assignments may vary from time to time, and other duties may be assigned.
Professional Qualifications
- Associate degree required; Bachelor’s degree preferred.
- Prefer 1 year of experience within an administrative office setting, preferably higher education.
- Working knowledge of Microsoft Office suite is necessary. Working knowledge of relational databases is desired; Banner preferred.
- Ability to interact professionally and effectively with faculty, students, administrators, and staff.
- Excellent attention to detail.
- Ability to organize and monitor email and data.
- Effective oral and written communication skills.
- Proven self-starter and able to work independently and as part of a team.
- Must be able to handle sensitive, confidential information in a mature, professional manner and be familiar with FERPA.
Prior event planning experience preferred.
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Faith Qualifications
- Affirmation of the Wheaton College Statement of Faith as a faithful expression of one’s own theological convictions
- Affirmation of 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 of 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.
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Physical Requirements
The employee is regularly required to sit, talk, hear, and type; frequently required to use repetitive hand motion.
FLSA Status – Non-Exempt
Updated June 2026
