General Function: Responsible for performing secretarial and support duties for the Health Careers Division faculty, the programs of instruction and the overall curriculum.
Schedule Information: Monday through Friday 8:00am - 4:30pm
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.
Duties of Position: Responsible for performing secretarial and support duties for the Health Careers Division faculty, the programs of instruction and the overall curriculum.
Enters purchase orders and check requisitions for specific departments in Oracle. Works with coordinators, purchasing and receiving to ensure invoices are paid in a timely manner.
Initiates the onboarding process for new hires by entering information into various systems, such as PageUp, Silk Road and Oracle.
Performs registration duties as needed in BANNER during the priority registration period and upon the request of limited enrollment coordinators.
Works with Coordinators and Curriculum Committee to bring new curriculum to the division by using the CurricUNET data base system. Updates textbook changes yearly in the system, along with proofreading our section of the College catalog.
Prepares and maintains hard copy and electronic program files for Limited Enrollment Programs.
Sends email correspondence/follow up as needed for the Dean, Operations Manager, program coordinators and faculty.
Submits online room reservations using 25 Live reservation system. Maintains/monitors classroom utilization information. Compiles room reservation report.
Submits online facilities and move requests using the Facilities Work Order Request System.
Prepares manual salary notifications, processes time sheets, sub pay memos and pay dock memos, local travel, adjunct absence forms and full-time faculty/adjunct professional development requests.
Acts as a receptionist; greets visitors, answers telephones, screens and channels calls. Provides information regarding division programs, course information and general College information.
Generates monthly budget reports, solicits budget requests, generates TARS and budget transfers at the request of the Operations Manager and/or the Dean.
Works with Operations Manager and office team to host Career Trek for high school students and other events as scheduled.
Serves as a resource for division’s administrators, faculty and staff specific to effective use of software, relevant technology and maintenance of office equipment.
Runs COGNOS reports for scheduling needs and as needed by program coordinators, the Operations Manager and the Dean.
Solicits and maintains faculty schedules each semester. Checks in all semester syllabi and grades. Follow up with faculty if items are missing.
Collects information on full time faculty office hours and course teaching times. Compiles the information to create Instructor Availability Grids every term.
Checks in textbook information, maintaining a binder for each semester.
Processes Independent Study Contracts.
Establishes and maintains division faculty mailboxes and division directory.
Notifies students of schedule changes via the Student Information System.
Assists the Dean and Operations Manager with course withdrawals. Completes Class Withdrawn notices and posts on rooms. Oversees communication to students to notify them of withdrawn classes and other schedule changes.
Assists with soliciting and maintaining faculty schedules each semester. Checks in all semester syllabi and grades. Follow up with faculty if items are missing.
Assists with maintenance of electronic and hard copy file system, scans, faxes, sends mailings and makes copies upon request.
Records meeting minutes for divisional meetings and Coordinator’s meetings as needed.
Assists with coordinating daily duties and assigning projects to Health Careers Division Office student aides
Orders necessary supplies for the division as needed.
Opens, sorts and distributes incoming mail, print shop deliveries and packages.
Performs related duties as assigned.
Educational Requirements: High school or equivalent with special training in office skills. Associate degree preferred. Minimum keyboarding of 65 wpm.
Experience Requirements: Two years of progressively responsible secretarial experience. Proficient in Microsoft works suite, particularly WORD and EXCEL. Demonstrated customer service skills. Exhibits traits of cheerfulness, optimism, team spirit, decision-making, critical thinking, communication skills, self-confidence and being a self-starter.
Application Review Date: Applications are accepted until the position is filled though priority will be given to applications received on or before: June 10, 2022.
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.