Jobs at Harper

Administrative Assistant Workforce Initiatives

Apply now Job no: 494540
Work type: Full time
Location: Harper College Main Campus (Palatine)
Categories: Classified Staff
Salary: $21.08 - $27.42
Pay Grade: CS Hourly FT 1950
Division: Workforce Solutions
Department: Workforce Development

Schedule Information: M - F 8:00am - 4:30pm 

Hours per Week: 37.5 hours/week

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

Duties of Position:  The Administrative Assistant for Workforce Initiatives' provides administrative support for the Apprenticeship Program to include preparations for scheduling, registration, recruiting and tracking apprentices throughout their program. Create and maintain forms, spreadsheets, online tools, and the Department of Labor’s RAPIDS database.

Apprentice Program 

 Provides administrative assistance for virtual or face-to-face Student Information Session and Hiring Seminars.

Matches and sends qualified apprentice candidate resumes to appropriate partner companies to be interviewed for the start of each new semester.

Provides customer service for students and partner companies by responding to questions, scheduling meetings and compiling data. Responds in a timely manner to provide accurate information as requested.

Assists the division schedulers with reserving seats and creating ghosted sections for each apprenticeship course. Prepares class registrations for new and returning apprentices based upon the curriculum maps. Provides course information to the Registrar, orders books and other supplies through the bookstore.

Works with Institutional Research to create and maintain new and existing reports within the apprenticeship module of Power BI.

Serves as primary source of recordkeeping for pertinent student and partner company information. Maintains the U.S. Department of Labor “RAPIDS” database for all students and employers that are sponsored by Harper College.

Notifies the JPRC to update the apprenticeship pages of the Harper website.

Assist with creating and sending invoices to apprenticeship employers.

Division Administrative Support Team

Works as part of a team providing administrative and clerical support to the Workforce Solutions division staff as directed including but not limited to travel expenses, budget requests, purchase orders, check requests, scheduling meetings, and correspondence including emails and office forms.

Uses excellent interpersonal and communication skills, assisting the division with multiple projects in a positive, professional, and effective manner.

Available to assist with event planning for seminars, conferences, and other activities by coordinating all aspects of event, including but not limited to obtaining required rooms, catering, equipment, printing, travel, and other items as needed. 

Creates and maintains a procedure manual for duties identified in this job description.

Creates and maintains Form Stack forms for the Division as needed.

Prepares, maintains and updates office supplies and notifies of any needed maintenance within the office.

Maintains confidentiality of the Division.

Performs other duties as assigned.

Educational Requirements: Associate degree, or equivalent, or multiple administrative office certificates 

Experience Requirements: Three years of progressively responsible secretarial/office/assistant experience required. Strong interpersonal and organizational skills required. Must have excellent verbal and written communication abilities. Extensive experience and proficiency with Microsoft Office products including but not limited to Word, Excel, PowerPoint, and Outlook. Familiarity with data entry, spreadsheet, and interactive database software, Web-based communication tools preferred.  Working knowledge of Oracle preferred.

Works well with constant interruptions and changing priorities; able to independently organize work, set priorities, meet critical deadlines and follow-up on various assignments with a minimum level of supervision.

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

Application Review Date: Applications are accepted until the position is filled though priority will be given to applications received on or before: January 3, 2023

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: 10/24/22