Grant Funded Position: Yes

Schedule Information: This is a one year grant funded position. 8:00am-4:30pm 

Hours per Week: 37.5

Benefits: Health, Dental, Life & Disability; Sick, Vacation, & Holiday Pay, Personal Business, Harper Tuition Waivers; and Professional Expense funds

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

Duties of Position: Responsible for performing secretarial duties for the Director of Nursing and related programs. Relieves the Director of Nursing of routine operational details.

Provides secretarial support for the CNA, PNC, and ADN programs. Types memos, correspondences, special projects or reports, handouts, minutes and agendas for the Director of Nursing, Program Coordinators, and faculty. Composes independent replies to routine correspondence and memos.

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

Monitors Nursing email for the three programs and connects inquiries with appropriate contacts in the Division.

Monitors course enrollments for the CNA, PNC and ADN programs. Assists the Director and Program Coordinators with course withdrawals. Completes Class Withdrawn notices and posts on rooms. Oversees phone calls and emails to students to notify them of withdrawn classes and other schedule changes. Notifies students of schedule changes via the Student Information System.

Compiles module rotation schedules student lists to support Program Coordinators’ development of clinical and course assignments and clinical site scheduling. Types and distributes copies to students. Assists with communication between clinical agencies and mitigates Compliance issues for Nursing faculty and students.

Performs background checks for CNA students.

Maintains clinical site records and information for all dual credit CNA sites and other locations for programs.

Assists in the coordination of program materials for students. Assist in the creation and dissemination of clinical site and nursing programs’ orientation materials.

Organizes, maintains and updates electronic and hard copy student files including master student lists, health requirements, occurrence reports and clinical evaluation tools.

Performs registration duties as needed in BANNER during the priority registration period and upon the request of the Director of Nursing and Program Coordinators. Coordinates with Admissions Office, Registrar's Office, and Business Office to solve problems related to registration.

Runs COGNOS reports for scheduling needs and as needed by the Director, Program Coordinators, and the Dean.

Solicits and maintains faculty schedules each semester. Checks in all semester syllabi and grades. Follows up with faculty if items are missing. Maintains and monitors current information in Complio system, archiving graduates and reviewing compliance for nursing faculty and students.  Submits requests for new faculty accounts to Complio as part of the onboarding process for new hires. Collaborates with Director and Program Coordinators on issues with maintenance of health requirement records.

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

Maintains Advisory Committee contact list and updates as needed.  Corresponds with contacts regarding meetings and supports logistical planning for meetings.

Enters purchase orders and check requisitions for Nursing and CNA programs in Oracle. Works with Director, Program Coordinators, purchasing and receiving to get invoices paid in a timely manner.

Maintains budget of accounts and orders supplies as needed for the Nursing departments.

Works with Program 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.

Assists with soliciting and maintain 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 Nursing departmental meetings as needed.

Provides assistance in the creation and maintenance of class, section and faculty list to aide in scheduling classes for all terms.

Assembles information in preparation of grant funding proposals and reports.

Submits marketing requests and print shop orders at the request of the Program Coordinators, Director and Nursing Faculty.

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.

Arranges appointments and maintains the Director's calendar as needed.

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.

Establishes and maintains division faculty mailboxes and nursing programs’ directory.

Assists faculty as needed with online room reservations for Nursing programs using 25 Live reservation system. Maintains/monitors classroom utilization information. Compiles room reservation report.

Prepares materials and sends appropriate information related to the Director's administrative assignments.

Sends email correspondence/follow up as needed to support the needs of the Director, Program coordinators and faculty.

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

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

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

Performs related duties as assigned.

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

Experience Requirements: Two years of progressively responsible secretarial experience. Proficient in Microsoft works suite, particularly WORD and EXCEL. Demonstrated customer service skills. Must be able to work collaboratively in a team environment and demonstrate decision-making, critical thinking, and communication skills.

Application Review Date: Applications are accepted until the position is filled though priority will be given to applications received on or before: October 13, 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.