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 advanced, diversified, and confidential administrative support services for the Workforce Solutions Division and coordinating responsibilities and managing an Administrative Assistant.
Job functions include project management, special events planning and management, presentation and meetings management, budget management, coordinating operational details of the division, and coordinating projects and management of an Administrative Assistant.
Project management for the Workforce Solutions Division. Exercises independent judgment in providing administrative support for the Workforce Solutions Division including mail distribution, receiving and responding to phone correspondence, email correspondence, maintaining office supplies, recorded retention, employee files, calendars, preparing accurate written correspondence, reports, agendas and miscellaneous documents, much of which is confidential in nature.
Coordinates the hiring process and posting job opening for the division, facilitating the workforce request process, processing division-level paperwork and hiring requirements and the logistics of staff.
Plans, organizes and manages the workflow for the Workforce Solutions Division including scheduling and budget responsibilities. This includes maintaining and monitoring budget records for the areas including requisitions, purchase orders, encumbrances associated with budget control during the fiscal year. Maintains running extensions of expenditures and serves as cost center manager making recommendations regarding budget needs in office operations. Assembles budget information and prepares the initial office budget each fiscal year.
Independently represents the Workforce Solutions Division to internal and external constituencies through the interpretation of policies, practices, and other procedures.
Management of an Administrative Assistant, and utilizing student aides as needed, in coordinating workflow, establishing procedures for conducting division business, coordinating responsibilities for projects.
Develops and recommends an operating budget for the division and is responsible for the management of the adopted budget for the current fiscal year.
Evaluates and holds accountable the administrative assistants within the division and makes recommendations for retention, promotion, and provides support for staff development activities.
Ensures the orientation of all new staff to their responsibilities and assists in appropriate in-service training.
Manages the division office staff and the maintenance of adequate records and office equipment for the division. Ensures sufficient staff support to managers, program coordinators, sales staff, and instructors within the division.
Assures compliance with established College practice for time reporting for staff.
Coordinates all aspects of planning events and meetings for the Workforce Solutions Division. These events include, but are not limited to division meetings, external constituency meetings.
Coordinates all travel and processes professional development paperwork for the Workforce Solutions Division.
Responsible for project management of NIWC, business partnerships and sector meetings for the division.
Coordinates and manages all division contracts.
Performs related duties as assigned.
Educational Requirements: Bachelor’s degree preferred. Advanced level of proficiency with Microsoft Office (Word, Excel, PowerPoint, and Outlook) required. Experience with Adobe Acrobat Professional preferred.
Experience Requirements: A minimum of five years of progressively responsible administrative management at the executive level preferred. Experience preparing and monitoring budgets. Strong follow-up and follow-through skills. Detail-oriented with the ability to multi-task and work well under pressure. Strong interpersonal skills with ability to interact with all levels of clients, customers, and internal personnel. Proficiency in writing communications, word, spreadsheet, and presentation and database applications required, and Banner preferred.
Application Review Date: Applications are accepted until the position is filled though priority will be given to applications received on or before: September 8, 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.
