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Administrative Secretary - Music/Art Support

Harper College
Palatine, Illinois, United States
Salary Not Specified
Date posted
Mar 1, 2024

We are Harper College…the college in your community.

The College was established by referendum in 1965 and opened September 1967. It is named for Dr. William Rainey Harper, a pioneer in the junior college movement in the United States and the first president of the University of Chicago.

Harper College is now one of the nation’s premier community colleges and one of the largest, serving approximately 29,000 students annually in Chicago’s northwest suburbs. The College’s academic programs prepare students for rewarding careers and for transfer to four-year universities. Harper offers associate degree and certification programs, advanced career programs, workforce training, professional development, continuing education classes, accelerated degree options for adults and developmental education programs.


Minimum Acceptable Qualifications:

Education: Associates Degree required. Bachelor’s Degree preferred.

Experience: Two years of responsible secretarial experience required. Proficiency in Microsoft Office including Word, Excel, and Outlook.


General Function:

Assists Operations Manager and Division staff with various duties including budgeting, purchasing, check requisitions, payroll, timesheets, room scheduling and set-up, key requests,, faculty support and receptionist duties. Acts as point person for Music and Art Department.



Characteristic Duties:
  • Prepares Check Requisitions and Purchase Orders for the Division.
  • Maintains, monitors and files budget records and invoices.
  • Collects, verifies, and processes timesheets for personnel.
  • Maintains payroll files, prepares private music lesson and art model payments.
  • Creates and distributes Salary Notification Letters.
  • Provides clerical support to Dean, Operations Manager, Department Chairs and Faculty in the Liberal Arts Division as related to academic programs and operations.
  • Acts as receptionist for Music/ Art, providing information, screening calls, taking messages, and forwarding as appropriate.
  • Processes print shop requests and follows-up on the timely delivery of printed materials.
  • Provides secretarial and clerical support as needed for Art Shows and Gallery Exhibits.
  • Works with department chairs in the coordination of events.
  • Coordinates room reservations, set-ups, and equipment needs to ensure a smooth flowing operation with Physical Plant and Police.
  • Sorts and distributes mail and maintains various department files. Oversees preparation of bulk mailings for mailroom, prepares appropriate paperwork and maintains related records.
  • Assigns and monitors locker usage in Building P.
  • Trains, provides direction and delegates work to student aides as needed.
  • Contacts students/ posts notices for cancelled classes as needed.
  • Collect and file Syllabi, Office Hours, and process absences.
  • Maintains the confidentiality of the office at all times.
  • Assists in Division office as needed.
  • Performs related duties as assigned by the Operations Manager.

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