Administrative Secretary

Harper College
Illinois, United States
Salary Not Specified
Jan 21, 2021
Employment Level
Employment Type
Part Time

Schedule Information: Monday - Friday, hours may vary

Hours per Week: 25

Benefits: Prorated Sick & Vacation; Holiday Pay; and 2 Harper Tuition Waivers per semester

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

Duties of Position: Responsible for providing office support for all full time and part time Faculty in the Career and Technical Programs division office, and assists the Dean in coordinating operational details of the Division

Answers telephones and greets students and visitors. Takes and distributes phone/ fax messages. Provides students with information regarding classes and general information about course offerings and the College.

Prepares check requisitions and on-line purchase requisitions through completion process; maintains and monitors budget records; processes deposits, budget transfers, transaction adjustments, and encumbrances associated with budget control during the fiscal year. Processes and monitors all blanket orders for the division, increasing and closing as necessary.

Creates and updates excel budget worksheets for all disciplines (21) within the division and reconciles to general ledger on a monthly basis. Reviews, investigates and corrects errors and inconsistencies in financial entries, documents and reports. Distribute to department coordinators and managers each quarter.

Processes faculty work orders and print shop requests; prepares, processes, and tracks key requests petty cash vouchers, and invoices that require approval for payment. Inputs online maintenance requests in eMaint.

Using R25, initiates rooms reservations for Dean, faculty, and adjunct faculty.

Oversees the Student Opinionnaire faculty evaluation process each semester and distributes to department chairpersons, Dean and Operations Manager for inclusion in faculty evaluation peer reviews.

Establishes and maintains division faculty mailboxes by semester and maintains division contact list.

Assists Dean each semester with New Adjunct Faculty Orientation meeting to insure new instructors are trained on division office processes, and provide current reference documents.

Maintains course substitution forms, prerequisite approval forms and grade changes for all full and part time faculty to Registrar’s Office. Handles Grade Forgiveness procedures and makes sure the paperwork gets back to the Registrar’s Office in a timely manner. Follow up on missing midterm verifications and final grades to insure deadlines are met.

Maintains office supply inventory, and orders supplies as needed; initiates paperwork for Bookstore purchases. Processes all maintenance contracts/agreements for office and workroom equipment.

Handles mail distribution, accepts and distributes deliveries of packages/supplies and print shop jobs.

Coordinates the collection of faculty office hours/teaching schedules and final grade sheets/books, incomplete grade forms, adjunct availability forms, syllabi and topical outlines for each semester. Review syllabi to insure required elements are present, contact faculty for revisions.

Assists faculty with ordering textbooks with the online Textbook Requisition System. Work with the Bookstore to ensure availability.. Order complementary desk copies and textbooks from the Publisher for review by faculty.

Provides office support to Fashion Department Coordinator for the annual Fashion Show, Jury Show, and Harper Challenge. Orders materials and supplies, including awards and trophies. Reserves room for Jury and Fashion Show. Compiles and maintains Excel spreadsheet for related expenditures. Assists during events and attends to last minute details. Requests check requisitions through Oracle for models and collects the W-9. Types up student awards. Submits and maintains records for all check requisitions and invoices related to the events.

Assist in training and provides direction for student aides as well as develop work schedules to cover office hours of the front desk. Participate is hiring and evaluation of student workers

Performs other duties as assigned.

Educational Requirements: Two years of college, or equivalent preferred along with specialized training in computer skills, accounting and secretarial office practices procedure. Associate’s degree preferred.

Experience Requirements: Four years of progressively responsible secretarial/office experience. Proficient in Microsoft Office Suite, particularly, Excel, Word and Outlook. Familiarity with Banner, Oracle, Adobe Professional, Print Pro and database software preferred.

Application Review Date: Applications are accepted until the position is filled though priority will be given to applications received on or before: February 4, 2021.

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: January 21, 2021 Central Standard Time
Applications close: