Schedule Information: Monday – Friday between 8 am - 4:30 pm, 4-6 hours per day. Will determine schedule based on Division Office needs.
Hours Per Week: 25
Duties of Position:
Provides secretarial support for full-time and part-time CTP faculty and to the Dean of CTP as needed. Prepares letters, memos, reports and other materials as needed. Initiates replies to routine correspondence.
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.
Updates department budget worksheets in Excel and reconciles to general ledger on a quarterly basis.
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.
Using R25, initiates rooms reservations for Dean, faculty, and adjunct faculty.
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.
Coordinates the Peer evaluation process for the Dean. Distributes information to Committee members, Provost and Human Resources. Files all materials from the Dean into full time confidential files.
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. Works closely with SOI Coordinator to implement new procedures.
Establishes and maintains division faculty mailboxes by semester and maintains division contact list.
Maintains and submits course substitution 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.
Maintains office 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.
Assists faculty with ordering textbooks with the online Textbook Requisition System. Work with the Bookstore to ensure availability. Maintains binder with textbook information. Orders 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.
Performs other duties as assigned.
Educational Requirements: High School graduate, or equivalent required along with specialized training in computer skills and secretarial office practices/procedures. Associate’s 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: September 18, 2018
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.