Jobs at Harper

Administrative Assistant - Liberal Arts North

Apply now Job no: 494789
Work type: Full time
Location: Harper College Main Campus (Palatine)
Categories: Classified Staff
Salary: $21.92 - $28.52
Pay Grade: CS Hourly FT 1950
Division: Provost
Department: Liberal Arts

Schedule Information: Monday - Friday 8:00 am - 4:30 pm, possibly some evenings 

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: Independently provides support for faculty, staff, tutors, and academic advisors, and directs day-to-day activities of student aides in the Liberal Arts North office. Responsible for program support of ESL and World Language Programs. Provides administrative assistance to Liberal Arts Placement and Testing Manager in the operations of the Liberal Arts North office and registration/enrollment support.

ESL Student Concierge and Front Desk Operations

Provides oversight, coordinates student-facing services for English as a Second Language, International Student Programs, and academic advisors located in D building. Independently handles routine aspects of student service for limited English language proficiency students including recruitment, enrollment, registration, testing, advising appointments, and setting up payment plans. Carefully explains college application and placement testing process, policies regarding promotion to higher level courses, screens phone calls and redirects as appropriate. Responds to all ESL emails redirecting as appropriate.

Student Aides Facilitation

Student aide related duties include:

Assists with the hiring process of student aides.

Directs the day-to day activities of student aides.

Updates aide availability and staffing needs weekly, creates and distributes weekly schedule to provide coverage for Liberal Arts North and language labs. Adjusts schedule daily to ensure proper coverage regardless of absences, volume changes, and testing/ advising cycles. Communicates changes with all parties and reaches out to available aides to fill-in coverage as necessary. Ensures all labor laws regarding breaks and total work hours are met. Approves timecards.

Serves as primary mentor to student aides and provides ongoing coaching and evaluations.

Develops and updates structured training materials.

Assists with evaluation of student aide performance.

Testing/ Registration Support

Prepares testing packets, manages case files, and issues completion certificates. Maintains wide variety of logs and prepares data reports for the Liberal Arts Placement and Testing Manager.

Prepares tests for rating and enters grade data into system.

Performs registration functions including entry of scores, adding/removing holds and codes for ESL, World Languages, and English Departments.

Program Support

Assists with advertising, recruiting, enrollment, data collection and reporting for Liberal Arts programs. Uses Microsoft Excel to develop wide variety of charts and reports for analysis.

General Office

Provides administrative support for full-time and part-time Liberal Arts faculty and staff.

Maintains common areas of office in proper working order and monitors other sites (adjunct offices, workroom, lab, tutoring area, records room) daily. Submits work orders and service desk requests as needed. Reports any problems noted in first floor of building D. Processes print shop requests and follows up on timely delivery of printed material. Responsible for the opening and closing of the office.

Ensures student aides, staff and faculty understand emergency procedures and serves as Building D Evacuation Leader. 

Performs other duties as assigned by the Liberal Arts Placement and Testing Manager.

Educational Requirements:  Associate's Degree required. Bachelor's Degree preferred.

Experience Requirements:  3 years' office experience required. Excellent interpersonal/communication and supervisory skills required. Familiarity with MS Office Suite software. Customer service experience and functional knowledge of a second language preferred. Experience working independently and directing the work of others preferred.

Application Review Date:  Applications are accepted until the position is filled though priority will be given to applications received on or before: September 14, 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.

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Last Updated: 9/22/23