Program Operations Assistant
Schedule Information: Monday - Friday 8:00 a.m. - 4:30 p.m.
Hours per Week: 37.5
Benefits: Health, Dental, Life & Disability Insurance; Sick and Holiday pay; Personal Business;
Educational Assistance: Tuition Waivers at Harper & Professional Expense
Working Conditions/Physical Requirements: Work is primarily indoor and sedentary in nature.
Duties of Position: Responsible for office and departmental operations in Adult Education. Assists AED Director/Faculty Chairs to fulfill Workforce Innovation and Opportunity Act/Illinois Community College Board Adult Education and Family Literacy (WIOA/ICCBAEFL) requirements and other obligations/goals of the department.
Coordinates and develops systems to promote relationship with public coming to AED office. Maintains open, friendly, and informative office atmosphere.
Works with Career and Technical Programs Division staff to provide seamless services to students; coordinating Division and department processes.
Collaborates with Divisional staff, preparing course schedules, cancelling classes and responding to student calls.
Prioritizes the workload of the AED office. Communicates and collaborates with AED staff and faculty to meet all deadlines and obligations of the department.
Trains and schedules student workers.
Assists AED staff and faculty with basic office skills technical assistance.
Communicates with College support departments related to classroom and office equipment and maintenance needs for AED office and classrooms.
Communicates and coordinates in house and outside Professional development for AED instructors who have varying ICCB requirements. Maintains records of professional development in the DAISI database and manages records of mandatory teacher professional development hours.
Processes paperwork to meet ICCB regulations related to professional development.
Orders and tracks receipts of AED materials and instructional supplies for all sites.
Processes petty cash, check requests, local mileage and other requests.
Collaborates with faculty to maintain curricula up to date in CURRICUNET database.
Develops and participates in efficient processes of student orientations, registration, and testing with the AED staff. Processes room reservations and changes. Maintains up to date address and telephone records of AED staff and faculty.
Problem-solves departmental issues and or refers to the source to solve the problem.
Maintains relationships with other key College departments and staff.
Works closely with faculty chairs and AED director to meet all grant deadlines and requirements.
Assists AED team in writing ICCB Adult Education and Family Literacy grant application and Area Plan document 512.
Updates department budget worksheets in Excel and reconciles to general ledger on a quarterly basis.
Manages records with ICCB subcontractors.
Manages departmental event/logistics including GED graduation.
Effectively c ommunicates with current and former students.
Performs other duties as assigned.
Educational Requirements: Associates Degree in Business or other related field, with specialized training in office skills.
Experience Requirements: Three years responsible secretarial experience and office management. Preferred experience in Adult Education. Proficient with Microsoft Office suite of products. Is able to work in a fast-paced environment and with a diverse population of students. Can be self-directed and set priorities .
Application Review Date: Applications are accepted until the position is filled though priority will be given to applications received on or before: 02/03/2021
Required 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: January 20, 2021 Central Standard Time
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