Administrative Assistant - Provost

Apply now Job no: 493716
Work type: Full time
Location: Harper College Main Campus (Palatine)
Categories: Classified Staff
Salary: $19.24 - $25.02
Division: Provost
Department: Interdisciplinary Student Success

Schedule Information

Monday - Friday, 8:00 AM - 4:30 PM 

Hours per Week

37.5

Benefits

Health, Dental, Life & Disability Insurance; Sick, Vacation, and Holiday pay; Personal Business; Educational Assistance: Tuition Waivers at Harper & Professional Expense 

Work Conditions

Work is indoors and relatively sedentary in nature. Flexibility with work schedule required on occasion (early mornings, evenings and weekends).

Duties of Position

Responsible for providing high level administrative assistance for programs and functions that reside under the purview of the Office of the Provost.  Maintains the confidentiality of the office. Acts as representative for the office. Provides support and back-up for the Administrative Coordinator in the operational details of the office and for special projects and events. Position is also responsible for facilitating the College’s Shared Governance system by providing meeting support at Curriculum Committee meetings.

Provides support to the College’s Shared Governance system by serving as administrative support for Curriculum Committee, including working within Curricunet to generate meeting agendas,  

Serves as project manager of Form 13s and the Illinois Articulation Initiative (IAI) processes for college curriculum. Tasks include maintaining public documents as well as working documents within the College. Serves as one of the College liaisons for the IAI.

Coordinates monthly Student Success Initiatives report to the President. Requests updates across academic divisions to create report, follow-up, if necessary, to meet monthly due dates. 

Coordinates bi-annual Student Opinionnaire of Instruction for all academic divisions.

Coordinates Professional Development expense processes for Provost Area personnel, including verification, approvals and submissions.

Supports the organizational needs of the annual Distinguished Faculty nomination and selection process.  Works jointly with the Associate Provost in assuring that information is appropriately disseminated and procedures are carefully followed.

Supports the Administrative Coordinator of the Provost’s Office with organizational needs of College events and related auxiliary events.

Works with division offices to document changes for annual Board review, and develops exhibits, as needed. 

Manages the salary notification process for the Provost Area in collaboration with divisional support staff.  Includes liaison work with IT to update the database, working with division offices regarding data input, and monitoring output quality.

Maintains and monitors budget records for the Associate Provost, including processing  invoices, check requisitions and purchase orders.  Maintains appropriate records for specified programs and projects.  Assembles information for budget preparation and end of the year reports for the Area of the Provost. Prepares reports throughout year on across division costs and use of resources.

Arranges and manages communications, schedules appointments, maintains calendars, maintains office supplies. Prepares accurate written correspondence, agendas and miscellaneous documents, much of which is confidential in nature.

Coordinates travel arrangements for Associate Provost, and other individuals in the Provost Area if necessary, including scheduling flights, ground transportation, booking accommodations and handling any other trip-related tasks.

Provides office support for the Associate Provost and Provost, as needed and serves as back-up to the Administrative Coordinator of the office. Collaborates with Administrative Coordinator to ensure office coverage during business hours, Monday-Friday, 8:00am – 4:30pm.

Accurately completes competing deliverables with high attention to details and deadlines.

Greets visitors and answers telephone, screens and channels calls, takes and distributes messages. Provides information and refers individuals to appropriate resources as needed.

Manages office work flow, gathering information, preparing reports, corresponding with internal and external personnel on projects.   

Assists with special projects as needed.

Performs other duties as assigned.

Educational Requirements

A.A. or equivalent experience with specialized training in office skills including Microsoft Office (Word, Excel, PowerPoint, Outlook).  Adobe and SharePoint skills preferred.

Experience Requirements

Progressively responsible administrative assistant experience with emphasis in project management.  Excellent verbal and written skills required.  Must be self-starter with high motivation.  Able to perform under deadlines.  Committed to values and mission of Harper College.  Provides high quality, enthusiastic customer service to faculty, administration, students, and colleagues.

Application Review Date

Applications are accepted until the position is filled though priority will be given
to applications received on or before: November 18th, 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 Standard Time
Applications close:

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