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Administrative Assistant - Scheduler

Harper College
Palatine, IL

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Job Details

Schedule Information: M - F 8:30 - 5:00

Hours per Week: 40 

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: Provides administrative assistance to the Dean of the Health Careers Division, primarily with the scheduling, salary notifications, monitoring of faculty loads, new hire onboarding, division reporting, and oversight of Student Aides.

Initiates semester schedule building for credit course offerings in coordination with the Dean, department chairpersons, and the Schedule/Curriculum Specialist; collects and compiles data, coordinates room scheduling with appropriate departments as needed, and enters semester schedules into the System.

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.

Collaborates with program coordinators and is responsible for curriculum entries into Curricunet.

Assists the Dean, Operations Manager, and department chairpersons in establishing lab fees, and the Faculty Credentials Statement.

Processes new faculty and adjunct faculty into the Division.  Verifies information necessary for the hiring of adjunct faculty and maintains confidential personnel files for all Health Careers Staff.

Monitors adjunct faculty assignments to ensure alignment with applicable standards.

Coordinates hiring and scheduling of all Student Aides, provides direction for assigned tasks and maintains account numbers.  Works with the Office of Student and Financial Assistance to hire students in the Work Study program.  Monitors available funds and balance of federal work study rewards for work study students. 

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/equivalency hours to generate Salary Notifications for all adjunct faculty and full-time faculty overloads, summer salaries, summer riders, mentors, Independent Study, faculty stipends; maintains records of adjunct contact hours; prepares summary sheets for Human Resources.

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.

Assists the Dean and Operations Manager with institutional reports including Faculty Reassigned Time, Staffing Analysis; composes and types letters and memos when requested by the Dean or Operations Manager.

Monitors registration/orientation activities--enrollments, runs printouts and class rosters.  Completes online Withdrawn Class and Room Change notices and posts on rooms.  Oversees phone calls to students to notify them of withdrawn classes.

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


Maintains confidential personnel files and record database for adjuncts, full-time faculty, and staff to include current address, current voice mail extension, and current teaching status.  This database provides crucial information for preparing numerous reports needed for current semester. Maintains hard copies of all division personnel records and coordinates record retention/disposal procedures per the College guidelines.

Serves as back-up for the Division Administrative Assistant and is prepared to assist with hiring/ onboarding process as needed.

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

Provides assistance and general information to faculty, adjunct faculty and students.  Handles routine inquires on the Dean’s and Operations Manager’s behalf. 

Performs related duties as assigned.

Educational Requirements:  Associate Degree graduate or equivalent and specialized training in office skills required.  Minimum keyboarding of 70 wpm preferred. 

Experience Requirements:  Four years of progressively responsible secretarial/office experience, advanced computer knowledge, and demonstrated administrative skills required.  Proficient in Microsoft Office Suite (including Outlook, Word, and Excel), and Adobe Professional required.  Familiarity with Banner, Oracle System, and 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: January 31, 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.

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.


Founded in 1965, William Rainey Harper College is a dynamic comprehensive community college situated on a 200-acre campus in Chicago’s northwest suburbs. The College is committed to diversity, and encourages the development of multicultural perspectives.

harper_college1.gifAnnually, the College serves approximately 25,000 students from 23 communities. Providing both transfer and career programs, Harper offers degrees and a wide range of credit, continuing education and corporate training for students of all ages and interests. In order to provide accessible higher education to all, we offer a flexible schedule of daytime, nighttime and weekend classes at our main campus and at several other sites conveniently located throughout our service area.

Harper College is fully accredited by the Higher Learning Commission of the North Central Association of Colleges and Schools, and has received the coveted Bond Rating of Aaa from Moody’s Investor Service. We are committed to our Institutional Core Values of Integrity, Respect, Excellence and Collaboration.

Our Vision:

William Rainey Harper College is committed to academic integrity and excellence. The College is a leader in teaching and learning, transforming lives by responding to the needs of the individual and the community.

harper_college2.jpgBenefits offered to employees include tuition reimbursement/professional expense, health/life/dental/disability insurance, participation in the State University Retirement System (SURS) and tax deferred annuity plans as well as fourteen paid holidays. Harper also offers some on-site childcare, a summer camp for children, and much more.

Harper College is an Equal Opportunity, Affirmative Action Employer that encourages applications from women, minority group members and persons with disabilities.

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