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Administrative Secretary - Health Careers

Job description

Administrative Secretary - Health Careers

Job no: 493519
Work type: Full time
Location: Harper College Main Campus (Palatine)
Categories: Classified Staff
Salary: $17.46 - $22.52
Division: Provost
Department: Health Careers

Schedule Information: Monday - Friday, 8:00 am - 4:30 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

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

General Function:

Responsible for performing secretarial and support duties for the Health Careers Division faculty, the programs of instruction and the overall curriculum.

Duties of Position:

Enters purchase orders and check requisitions for specific departments in Oracle. Works with coordinators, purchasing and receiving to ensure invoices are paid in a timely manner.

Initiates the onboarding process for new hires by entering information into various systems, such as PageUp, Silk Road and Oracle.

Performs registration duties as needed in BANNER during the priority registration period and upon the request of limited enrollment coordinators.

Works with Coordinators and Curriculum Committee to bring new curriculum to the division by using the CurricUNET data base system. Updates textbook changes yearly in the system, along with proofreading our section of the College catalog.

Prepares and maintains hard copy and electronic program files for Limited Enrollment Programs.

Sends email correspondence/follow up as needed for the Dean, Operations Manager, program coordinators and faculty.

Submits online room reservations using 25 Live reservation system. Maintains/monitors classroom utilization information. Compiles room reservation report.

Submits online facilities and move requests using the Facilities Work Order Request System.

Prepares manual salary notifications, processes time sheets, sub pay memos and pay dock memos, local travel, adjunct absence forms and full-time faculty/adjunct professional development requests.

Acts as a receptionist; greets visitors, answers telephones, screens and channels calls. Provides information regarding division programs, course information and general College information.

Generates monthly budget reports, solicits budget requests, generates TARS and budget transfers at the request of the Operations Manager and/or the Dean.

Works with Operations Manager and office team to host Career Trek for high school students and other events as scheduled.

Serves as a resource for division’s administrators, faculty and staff specific to effective use of software, relevant technology and maintenance of office equipment.

Runs COGNOS reports for scheduling needs and as needed by program coordinators, the Operations Manager and the Dean.

Solicits and maintains faculty schedules each semester. Checks in all semester syllabi and grades. Follow up with faculty if items are missing.

Collects information on full time faculty office hours and course teaching times. Compiles the information to create Instructor Availability Grids every term.

Checks in textbook information, maintaining a binder for each semester.

Processes Independent Study Contracts.

Establishes and maintains division faculty mailboxes and division directory.

Notifies students of schedule changes via the Student Information System.

Assists the Dean and Operations Manager with course withdrawals. Completes Class Withdrawn notices and posts on rooms. Oversees communication to students to notify them of withdrawn classes and other schedule changes.

Assists with soliciting and maintaining faculty schedules each semester. Checks in all semester syllabi and grades. Follow up with faculty if items are missing.

Assists with maintenance of electronic and hard copy file system, scans, faxes, sends mailings and makes copies upon request.

Records meeting minutes for divisional meetings and Coordinator’s meetings as needed.

Assists with coordinating daily duties and assigning projects to Health Careers Division Office student aides

Orders necessary supplies for the division as needed.

Opens, sorts and distributes incoming mail, print shop deliveries and packages.

Performs related duties as assigned.

Equipment/Tools Used:

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

Education: High school or equivalent with special training in office skills. Associate degree preferred. Minimum keyboarding of 65 wpm.

Experience: Two years of progressively responsible secretarial experience. Proficient in Microsoft works suite, particularly WORD and EXCEL. Demonstrated customer service skills. Exhibits traits of cheerfulness, optimism, team spirit, decision-making, critical
thinking, communication skills, self-confidence and being a self-starter.

Application Review Date: Applications are accepted until the position is filled though priority will be given to applications received on or before: April 5, 2019

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.

Advertised: March 21, 2019 Central Daylight Time
Applications close:




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Job No:
Posted: 5/15/2019
Application Due: 7/4/2019
Work Type: