Administrative Secretary

Apply now Job no: 493524
Work type: Full time
Location: Harper College Main Campus (Palatine)
Categories: Classified Staff
Salary: $17.46 - $22.52
Division: Provost
Department: Student Development

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

Hours Per Week: 37.5

Benefits: Health, Dental, Life & Disability; Sick, Vacation & Holiday Pay; Personal Business; Harper Tuition Waiver; and Professional Expense

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

General Function:  Responsible for providing secretarial support to the Associate Dean, faculty and professional staff in the Center for New Students.  Responsible for daily operational details of the Center.

Duties of Position:  

Provides secretarial support for Associate Dean, faculty and professional staff.  Prepares correspondence, reports, memos, and other materials as required.  Composes independent replies to routine correspondence and memos.  Coordinates meetings and appointments and maintains the Associate Dean's calendar.

Coordinates the daily functions in the Center for New Students.  Provides information to new students and parents about Harper College programs, services, policies and general college information.  Provides specific information about new students' orientation, advising and registration steps.

Schedules appointments for student and maintains advisors' schedules in appointment software.  Coordinates meetings and scheduling of orientation sessions for new students.

Monitors activity including budget entry and recommendations for transfers and budget exceptions.  Once approved, processes requests and follow up.  This includes developing monthly reports to monitor budget activity.

Maintains records and prepares monthly reports for the Associate Dean regarding print and supply accounts.  Monitors monthly expenditures on classified and temporary employee accounts and projects budgetary needs for peak periods of new student orientation.

Provides direct supervision of the daytime and evening receptionists, student employees and temporary staff.  Assigns projects on a daily basis and monitors completion and accuracy of all tasks assigned.

Provides updated information regarding programs, services and registration.

Obtains prospective employee applications, conducts phone and in-person interviews and makes hiring recommendations to the Associate Dean.  Processes new hire paperwork.  Monitors and processes payroll for the Center.

Organizes and maintains department files including confidential personnel files for the Center.  Monitors, verifies and maintains attendance records of all office personnel and Self Service PAN.  Coordinates staff schedules to ensure optimal coverage at the front desk/reception area.

Provides feedback about performance improvement.

Provides on-going training to front desk staff re: office procedures, College policies, new student orientation, advising and registration.

Trains front desk staff on scheduling software, Banner student systems.  Provides feedback about performance improvement.

Prepares purchase requisitions for supplies and print materials for the office.  Responsible for purchasing supplies and leader apparel for orientation programs.  Maintains the inventory of supplies and materials used in orientation programs.

Maintains records of daily contacts for the Center and develops summaries for end-of-year reporting.

Schedules rooms and submits set-up requests for orientation programs and meetings.

Coordinates marketing student communication plans and print materials for the Center.  This includes correspondence to new students inviting them to orientation and testing and related correspondence to parents.

Organizes and coordinates special orientation-related projects for the Center, such as specialty events and meetings and is responsible for submitting catering orders, as needed.

Assists the Associate Dean in developing schedules and plans for peak time advising, such as Final Registration, Adds/Drops and summer/winter break.

Organizes and assists with special projects as needed.

Performs related duties as assigned.

Educational Requirements:  High school graduate or equivalent with specialized training in office skills.  Basic computer skills training and minimum typing of 65wpm.

Experience Requirements: Two or more years of progressively responsible secretarial experience.  Working knowledge of word processing, spreadsheet and database software required.  Experience working with new students preferred.

Application Review Date:  Applications are accepted until the position is filled though priority will be given to applications received on or before: April 24, 2019

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.

Advertised: Central Daylight Time
Applications close:

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