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Administrative Secretary (Scheduling)
Harper College in Palatine, Illinois
 
 
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Date Posted 06/24/2022
Category
Admin-Secretary and Administrative Assistants
Employment Type Fulltime
Application Deadline Open until filled
 
 
 
 
 

Administrative Secretary (Scheduling)

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

Job no: 494374
Work type: Full time
Location: Harper College Main Campus (Palatine)
Categories: Classified Staff
Salary: $19.50 - $25.16
Division: Provost
Department: Career & Technical Programs

Schedule Information: Monday - Friday: 8:00 a.m. - 4:30 p.m.

Hours per Week: 37.5

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

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

Duties of Position: Responsible for providing administrative assistance to the Dean and Operations Manager, of the Career and Technical Programs Division, primarily with scheduling of credit, salary notifications, division reporting and Curriculum.

Initiates semester schedule building for credit course offerings in coordination with the Dean, department coordinator, and the Schedule/Curriculum Specialist; collects and compiles data, coordinates room scheduling as needed, and enters semester data electronically into Banner System. Checks that all courses have correct instructional time and follows College start and end timelines. Runs reports for Dean and Coordinators.

Acts as scheduling backup to Continuing Professional Education (CPE) and Adult Educational Development (AED) as needed.

Prepares course schedule drafts for program coordinators, enters modifications after they are approved. Updates schedule as necessary before and during the semester.

Coordinates room scheduling with appropriate departments as needed. Maintains/monitors classroom utilization information.

Generates full-time faculty loads/overloads and credit/lecture/lab/contact/paid hours reports; requests additional reports, semester schedule printouts to aid in the scheduling process.

Assigns contact hours for all adjunct and full time-faculty workload into Banner to generate Salary Notifications for credit classes, internship, apprenticeship, dual credit and independent study. Prepares report of adjunct with stacked classes for Human resources to issue stipends.

Reviews bi-weekly Banner payroll reports to ensure faculty contact hours and reassigned time are accurate. Proofs faculty salary notification letters each payroll and resolves discrepancies. Submits corrections to Payroll for overpayments. Maintains a log of changes to faculty assignments and communicates changes to Payroll and other departments.

Monitors adjunct faculty assignment hours to ensure alignment with college policies and practices.

Notifies students of schedule changes via the Student Information System, as well as faculty, staff, payroll, registration and other related departments

Monitors course enrollments for the division and runs class rosters. Assists the Dean and Operation Manager with course withdrawals. Completes online class withdrawn and room change notices and posts on room. Oversees phone calls to students to notify them of cancellation and alternate courses.

Collaborates and assists CTP coordinators and Dean to prepare curriculum revisions by using the CurricuNet data base system. Updates course outlines and textbook changes annually. Works with Dean in the development of any new program. Attends Curriculum Committee meetings; serves as backup to Curriculum Specialist and as a resource to other academic division personnel.

Maintains database of industry credential exam results to provide annual reporting of outcomes to Coordinators, Deans and Apprenticeship office.

Oversees the Student Opinionnaire faculty evaluation process each semester and distributes to department chairs & coordinators, Dean and Operations Manager for inclusion in faculty evaluation peer reviews. Updates Banner coding when updating faculty assignments.

Submits online room reservations using R25 reservation system. Maintains/monitors classroom utilization information

Processes work orders and print shop requests as needed.

Provides assistance and general information to faculty and students for (21) programs within the Division.

Maintains various department and program computerized and hard copy files. Maintains files with Curriculum degrees, certificates and course outlines per College guidelines.

Responsible for direct oversight of creating and maintaining detailed documentation of best practices related to position duties.

Provides support as-needed with division-wide programming (e.g. student Fashion Show, career fairs, informational sessions, etc.).

Assists in training and provides direction for student aides as well as develop work schedules to cover office hours of the front desk. Participates in hiring and evaluation of student workers

Maintains the confidentiality of the office and makes recommendations to the Operations Manager regarding office procedures and implements new procedures as directed.

Performs related duties as assigned.

Educational Requirements: Associate Degree preferred or equivalent specialized training or educational courses in office skills.

Experience Requirements: Four years of progressively responsible secretarial and office experience, advanced computer knowledge, and demonstrated administrative skills. Must be able to demonstrate proficient skills in Microsoft Office Suite (including Word, Excel, and Outlook). Familiarity with Oracle, Banner, Adobe Professional, Microsoft Teams, and/or database software preferred.

Application Review Date: Applications are accepted until the position is filled though priority will be given to applications received on or before: July 7, 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.

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