Administrative Assistant - Resources for Learning

Harper College
Illinois, United States
Salary Not Specified
Posted date
Aug 9, 2021

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Position Type
Administrative, Academic Affairs, Faculty Affairs, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level
Employment Type
Full Time

Schedule Information: 8:00 - 4:30, Monday through Friday

Hours per Week: 37.5 hours per 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 to the Dean of Resources for Learning (RFL), which includes Library Services and the Academic Support Center, and assisting in coordination of the operational details in the division.

Oversees day-to-day operations of the RFL Division office, including the Division's budget, full-time and adjunct library faculty salary notification distribution, the Dean's calendar/meeting invitations, and Division semester calendar.

Maintains and monitors budget records for the Division including requisitions, purchase orders and encumbrances associated with budget needs in office operations. Assembles budget information and assists in the preparation of the Divisional budget.

Monitors vendor and consortia agreements, contracts, and payments to ensure timely delivery of all documents.

Responsible for Human Resources related activities including: posting new job listings, on-boarding all full-time and adjunct faculty, staff and student workers. Submits PANS for account/assignment changes and terminations.

Prepares manual salary notifications for full-time faculty overloads and summer assignments and salary notifications for adjunct faculty.

Distributes fall and spring semester availability forms for adjunct faculty and prepares a spreadsheet to assist with final scheduling of the reference desk and Library instruction coverage.

Assists the Dean in coordinating the full-time faculty evaluation and promotion process, tracks timeline for adjunct faculty evaluations and schedules classroom and/or reference desk observations.

Coordinates IT access, facility, and maintenance requests.

Provides assistance and general information to library faculty, staff, and student workers as needed. Handles routine inquiries on the Dean's behalf.

Coordinates the fall and spring division meetings, including room reservations, technology requests and catering orders.

Monitors adjunct faculty sick/personal leave time requests.

Assists the Dean in submitting full-time faculty summer term earned sick time to Human Resources and Payroll.

Assists the Dean to reconcile adjunct Reference Desk, Archives and MakeShop scheduling with allocated budgets.

Establishes, organizes and maintains operational and confidential division personnel files.

Assists with data collection and distribution required for national surveys and other division reports.

Assists with Library programming, presenter payments and catering.

Maintains the confidentiality of the office.

Performs related duties as assigned.

Educational Requirements: Associate Degree or equivalent with specialized computer skills training including Word, Excel, Power Point and Access.

Experience Requirements: Four years of progressively responsible office experience and demonstrated administrative skills. Proficiency with Microsoft Office (Word, Excel, Power Point) required. Four years of bookkeeping and accounting experience preferred. Excellent verbal and written skills required. Previous experience with Library management systems and proofreading skills preferred.

Application Review Date: Applications are accepted until the position is filled though priority will be given to applications received on or before: August 23, 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.

Harper College is an Equal Opportunity Employer. We strive to create an inclusive learning and working environment where individual differences and identities are respected, valued and embraced. We encourage women, people from historically underrepresented groups, individuals with disabilities and veterans to apply.

Advertised: August 09, 2021 Central Daylight Time
Applications close:

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