Jobs at Harper

Administrative Coordinator

Vaccination and Testing Mandate
See Illinois Governor J.B Pritzker’s mandate regarding vaccination/testing requirements for Higher Education and Harper’s implementation. https://www.harpercollege.edu/cleared/index.php

Apply now Job no: 494180
Work type: Full time
Location: Harper College Main Campus (Palatine)
Categories: Supervisory/Management
Salary: $57,078 - $63,000
Pay Grade: SM Salary
Division: President's Office
Department: Office of the President

Schedule Information: 8:00 am to 4:30 pm Monday thru Friday. Flexibility to work early mornings, evenings and weekends required based on events.

Hours per Week: 37.5

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

Work Conditions: Work is primarily indoor and sedentary in nature. Flexibility to work early mornings, evenings and weekends required based on events.

Duties of Position: 

Responsible for performing advanced, diversified and confidential administrative support services for the Chief of Staff as part of the Office of the President including planning and management of special events, presentation preparation and meeting management / briefings. Responsible for coordinating the operational details of the Chief of Staff function. Includes project management responsibilities for the legislative affairs and government relations as well as providing high level support for special assignments.

Manages and performs the administrative support functions of the Chief of Staff such as mail distribution receiving and responding to phone correspondence, email correspondence, preparing written correspondence, reports, agendas and miscellaneous documents, much of which is confidential in nature.

Manages sensitive information with discretion and confidentiality.

Coordinates and maintains departmental legislative records and databases, as appropriate; establishes and maintains files and records for the Chief of Staff.

Monitors and coordinates accounting activities as appropriate and prepares internal reports for Chief of Staff; participates in budget planning and management.

Provides project management for the completion of special projects as appropriate, including projects related to the Strategic Plan, Operational Plan, or by presidential designation.

Assists with and supports the execution of the college’s comprehensive engagement plan for federal and state elected officials; maintains the database for relationship tracking with elected officials; outreach to legislative aides on behalf of the Chief of Staff; oversees all related contact and distribution lists related to legislators and updating/distribution of materials such as legislative briefs, talking points, legislative summaries, factsheets, testimony, reports, and letters and other collateral associated with legislators. Event planner for all legislative events such as President’s legislative breakfast to include invitations, food and beverage service, room reservations, Tech assist, etc.  Maintaining/gathering information for Harper information folders for distribution at legislative meetings/events.

Participation and involvement in various events/programs/committees such as special task forces, legislative events, town halls, campus visits, and meetings. etc.

Prepares monthly President’s Report including establishing timeline, outreach to contributors, drafting and editing of the report, and final formatting for publishing.

Organizes the meeting agendas for college leadership meetings including President’s Learning Council and Operations Council and provides support for these meetings, including managing presentation materials, supporting documents and scheduling participants outside of normal attendees.

Serves as back up for organizing Board packets for monthly executive sessions, committee meetings and regular meetings, if necessary.

Maintains internal communication with appropriate staff and administrators and responds to inquiries in accordance with established procedures.

Coordinates and conducts office duties related to facilitating the office workflow, including scheduling/maintaining calendars, maintaining office supplies, check requisitions, travel, expense reports, etc.

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

Opens, sorts and distributes incoming office mail. Assists in mailing preparation as needed.

Responsible for other duties as assigned by the Chief of Staff.

Educational Requirements: Bachelor’s degree strongly preferred. Associate degree with specialized training in administrative and office practices and procedures. Advanced computer skills. Web/Internet experience. Advanced skills in Word, Excel and PowerPoint. Office Administrator Certificate desirable.

Experience Requirements: Five years’ executive secretarial/office management experience with demonstrated administrative skills supporting Senior Executive level management. Demonstrated experience with high-level problem solving, project management, procurement management and event planning. Strong follow-up and follow-through skills. Detail-oriented with the ability to multi-task. Strong interpersonal skills with ability to interact effectively across internal and external organizational structures. Ability to show grace under pressure.  Ability to analyze and interpret financial data and prepare financial reports, statements and/or projections. Knowledge of finance, accounting, budgeting, and cost control procedures.

Procurement management, analytical, problem solving and negotiation skills as well as financial and accounting and organization skills. Excellent computer skills:  Microsoft Office (Word, Excel, PowerPoint, Outlook, and Acrobat Pro) Oracle, 25 Live, EMaint, WebEx, ACE/TCOMS, CaterTrax and F&E Systems. 

Application Review Date: Applications are accepted until the position is filled though priority will be given to applications received on or before December 1, 2021.  

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.

Harper College is an Equal Opportunity Employer. We strive to create an inclusive learning and working environment where individual differences and identities are respected, valued and embraced. We encourage women, people from historically underrepresented groups, individuals with disabilities and veterans to apply.

Harper College is an Equal Opportunity Employer. We strive to create an inclusive learning and working environment where individual differences and identities are respected, valued and embraced. We encourage women, people from historically underrepresented groups, individuals with disabilities and veterans to apply.


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Last Updated: 11/22/21