Administrative Assistant

Schedule Information: 8:00am-4:30pm; Monday-Friday, occasional evenings associated with events

Hours per Week: 37.5 hours/week

Benefits: Health, Dental, Life & Disability; Sick, Vacation & Holiday Pay; Personal Business; Harper Tuition Waivers; and Professional Expense

Work Conditions: Work is primarily indoor and sedentary in nature.

Duties of Position: Responsible for providing administrative assistance and secretarial support for the Associate Dean of Interdisciplinary Programs and assisting the Associate Dean in supporting/coordinating operational details of all of the interdisciplinary programs. Directly supports the faculty coordinators and programs that reside under the purview of the Associate Dean: assists with the organization of daily business matters as well as records and reports and scheduling. Provides back-up for the Interdisciplinary Student Success/Programs Specialist and Program Assistant for the Office of International Education as needed. Supports functions such as retreats, campus events, meetings and seminars, Phi Theta Kappa inductions, Honors Convocation, and graduation. Serves as point of contact for all student and faculty travel arrangements for above.

Characteristic Duties:

Oversees day-to-day operations of the Interdisciplinary Programs Office. Coordinates office work- load and tasks in collaboration with the Programs Specialist. Develops and implements department office procedures and maintains procedure manual and operational calendar.

Coordinates travel arrangements for Associate Dean, and other staff/faculty or students participating in programs/activities offered by the Interdisciplinary Student Success/Programs area, including scheduling flights, ground transportation, booking accommodations and handling any other trip-related tasks.

Establishes, organizes and maintains departmental files for easy retrieval including budgetary and professional development expenditures, confidential personal files, committee minutes/ correspondence, confidential student contact and travel records and waivers, end of year accomplishment reports, and operational analysis.

Maintains and monitors budget records for the department office including processing invoices, check requisitions, purchase orders. Maintains appropriate records for specified programs and projects. Makes recommendations regarding budget needs in office operations. Assembles budget information throughout the year on program costs and use of resources and assists in the preparation of the department budget. Maintains office and program material inventory and coordinates the ordering of supplies in collaboration with the Programs Specialist, Program Assistant, and Program Coordinators.

Coordinates with Scheduling Specialist to ensure timely and accurate entry of course and instructor information into the student information system in accordance with the college operational calendar. Regularly pulls Banner reports, verifies faculty pay, monitors semester enrollment information, and opens/closes classes under the direction of the Associate Dean. Oversees notification to students when a class is cancelled; emails students and pulls rosters of cancelled courses.

Computes and prepares salary notifications and/or stipends for instructors and program coordinators. Processes new hire paperwork for full-time and adjunct instructors.

Maintains program course outlines and updates in Curricunet. Ensures that class syllabi are on file in department office for all classes each semester. Oversees class Student Opinionnaire process for department.

Updates written resource materials, composes and types correspondence, memos, reports, agendas, committee minutes, and other routine office forms and other materials as needed.

Arranges appointments for the Associate Dean and maintains the Associate Dean’s calendar. Coordinates meetings as directed.
Screens telephone calls, takes and distributes messages, and makes referrals to proper staff members.

Opens, screens and sorts mail to determine items needing the Associate Dean’s and Program Assistant’s attention and composes independent replies to correspondence as directed.

Provides support to the College’s Shared Governance system by serving as administrative support for program under the purview of the Associate Provost or Associate Dean of Interdisciplinary Students Success/ Programs.

Maintains the confidentiality of the office.

Performs related duties as assigned.

Educational Requirements: Specialized training in computer skills and secretarial and other office practices/procedures. Two years of college or equivalent preferred.

Experience Requirements: Progressively responsible secretarial/office experience, preferably in college environment, with demonstrated administrative skills. Excellent organizational and interpersonal skills required. Attention to detail essential. Strong working knowledge of Microsoft Office applications (Word, PowerPoint, Excel, Outlook, etc.) required. Familiarity with graphics and desktop publishing applications, preferred.

Application Review Date: Applications are accepted until the position is filled though priority will be given to applications received on or before: October 18, 2020

Requir ed Documents: ***A resume and cover letter are required to complete the application process***

* Official transcripts required upon hire
* Employment is contingent upon Criminal Background Check.
* Employment sponsorship is not available.

Advertised: October 05, 2020 Central Daylight Time
Applications close:

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