Administrative Assistant
Harper College

Job Info

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Schedule Information: Monday-Friday, 8:00am-4:30pm

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

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

Duties of Position: Provides administrative assistance to the Dean of the Business and Social Sciences Division, primarily with the scheduling, salary notifications, monitoring of faculty loads, new hire onboarding, division reporting, and oversight of Student Aides.

Initiates semester schedule building for credit course offerings in coordination with the Dean, department chairpersons, and the Schedule/Curriculum Specialist; collects and compiles data, coordinates room scheduling with appropriate departments as needed, and enters semester schedules into the System.

Submits online room reservations using R25 reservation system.  Maintains/monitors classroom utilization information.

Assists the Dean, Operations Manager, and department chairpersons in establishing lab fees, and the Faculty Credentials Statement.

Processes new faculty and adjunct faculty into the Division.  Verifies information necessary for the hiring of adjunct faculty and maintains confidential personnel files for all Business and Social Sciences Staff.

Monitors adjunct faculty assignments to ensure alignment with applicable standards.

Coordinates hiring and scheduling of all Student Aides, provides direction for assigned tasks and maintains account numbers.  Works with the Office of Student and Financial Assistance to hire students in the Work Study program.  Monitors available funds and balance of federal work study rewards for work study students. 

Generates full-time faculty loads/overloads and credit/lecture/lab/contact/paid hours reports; requests additional reports, semester schedule printouts, to aid in the scheduling process.   

Assigns contact/equivalency hours to generate Salary Notifications for all adjunct faculty and full-time faculty overloads, summer salaries, summer riders, mentors, Independent Study, faculty stipends; maintains records of adjunct contact hours; prepares summary sheets for Human Resources.

Reviews bi-weekly Banner payroll reports to ensure faculty contact hours and reassigned time are accurate.  Proofs faculty salary notification letters each payroll and resolves discrepancies.  Submits corrections to Payroll for overpayments.  Maintains a log of changes to faculty assignments and communicates changes to Payroll and other departments.

Assists the Dean and Operations Manager with institutional reports including Faculty Reassigned Time, Staffing Analysis; composes and types letters and memos when requested by the Dean or Operations Manager.

Monitors registration/orientation activities--enrollments, runs printouts and class rosters.  Completes online Withdrawn Class and Room Change notices and posts on rooms.  Oversees phone calls to students to notify them of withdrawn classes.

Oversees the Student Opinionnaire faculty evaluation process each semester and distributes reports to chairs and coordinators, Dean, and Operations Manager for inclusion in faculty evaluation peer reviews.  Updates Banner coding when updating faculty assignments.

Maintains confidential personnel files and record database for adjuncts, full-time faculty, and staff to include current address, current voice mail extension, and current teaching status.  This database provides crucial information for preparing numerous reports needed for current semester. Maintains hard copies of all division personnel records and coordinates record retention/disposal procedures per the College guidelines.

Maintains the confidentiality of the office and makes recommendations to the Operations Manager regarding office procedures and implements new procedures as directed.

Provides assistance and general information to faculty, adjunct faculty and students.  Handles routine inquires on the Dean’s and Operations Manager’s behalf. 

Performs related duties as assigned.

Educational Requirements: Associate Degree graduate or equivalent and specialized training in office skills required.  Minimum keyboarding of 70 wpm preferred. 

Experience Requirements: Four years of progressively responsible secretarial/office experience, advanced computer knowledge, and demonstrated administrative skills required.  Proficient in Microsoft Office Suite (including Outlook, Word, and Excel), and Adobe Professional required.  Familiarity with Banner, Oracle System, 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: 4/9/21

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.

   

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