Administrative Secretary Music/Art

Palatine IL
Sep 01, 2017
Institution Type
Community College

Schedule Information: Flexible/Negotiable, ranging between Monday-Friday, 8:00 am - 7:00 pm,

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 Expense

Work Conditions: 

Work is primarily indoor and sedentary in nature.

General Function:

Assists Operations Manager and Division staff with various duties including budgeting, purchasing, check requisitions, payroll, timesheets, class and room scheduling, and set-up, key requests, faculty support and receptionist duties. Acts as point person for Music and Art Department.

Duties of Position

Prepares Check Requisitions and Purchase Orders for the Division.

Maintains, monitors and files budget records and invoices.

Collects, verifies, and processes timesheets for personnel.

Maintains payroll files, prepares private music lesson and art model payments.

Provides clerical support to Dean, Operations Manager, Department Chairs and Faculty in the Liberal Arts Division as related to academic programs and operations.

Acts as receptionist for Music/ Art , providing information, screening calls, taking messages, and forwarding as appropriate.

Provides reception, appointment setting, class scheduling, and support for other Liberal Arts Division offices as needed.

Assists with building/ modifying class schedules in Banner

Processes print shop requests and follows-up on the timely delivery of printed materials.

Provides secretarial and clerical support as needed for Art Shows and Gallery Exhibits.

Works with department chairs in the coordination of events. 

Coordinates room reservations, set-ups, and equipment needs to ensure a smooth flowing operation with Physical Plant and Police.

Sorts and distributes mail and maintains various department files.  Oversees preparation of bulk mailings for mailroom, prepares appropriate paperwork and maintains related records.

Assigns and monitors locker usage in Building P.

Trains, provides direction and delegates work to student aides as needed.

Contacts students/ posts notices for cancelled classes as needed.

Maintains the confidentiality of the office at all times.

Assists in Division office as needed.

Works closely with faculty and staff across multiple departments.  

Performs related duties as assigned by the Operations Manager.

Equipment/Tools Used:

Utilizes standard office equipment, including computers, in order to perform the duties of the job.


Under the general supervision of the Operations Manager receives oral and written instructions as required from the Chairpersons of the Music and Art Departments.  May provide direction to student aides.

Educational Requirements:   High school graduate or equivalent

Experience Requirements:   Two years of responsible secretarial experience.  Proficiency in word processing, spreadsheet (Excel) and presentation software required.

Application Review Date:  Applications are accepted until the position is filled though priority will be given to applications received on or before: September 15, 2017

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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