Schedule Information

Monday - Friday 8:00 am - 4:30 pm, possibly some evenings 

Hours per Week

37.5

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.  Ability to use the computer for several hours at a time, some lifting, bending and reaching.

Duties of Position

Responsible for providing administrative assistance for the Career & Technical Programs Division, which includes. Continuing Professional Education and Adult Education and assisting in coordination of the operational details in the division. 

Primary responsibility for Human Resource related information of the division. Posting new job listings for the division and onboarding all faculty, staff, student workers and District Career Advisors. Submits PANS for account/assignment changes and terminations. Maintains confidential files of all personnel and payroll information.

Prepares manual salary notifications for credit adjunct faculty vocational skills lecturers, full-time overloads and summer assignments, and riders for summer work.  Prepares summary of summer faculty earned sick time and adjuncts teaching stacked courses for Payroll.

Completes substitute pay teaching memo and forwards to payroll.  Maintains spreadsheet of adjunct faculty absences and reports to Dean on a monthly basis

Maintains budget records for college wide CTE grants (Perkins, Adult Education, and others).   Assembles information on a regular basis for the budget preparation.  Works closely with Accounting and Business Offices to assure accurate and timely reports to funding agency.  

Processes purchase orders, invoices, check requisitions, and other expenditure information and maintains appropriate records.

Arranges appointments for the Dean, maintains calendar, and schedules meetings/travel as directed.  Set ups monthly meetings with chairs/coordinators and staff, including room reservations and catering orders.

Provides assistance and general information to faculty and students. Handles routine inquiries on the Dean’s behalf.

Assists the Dean with institutional reports, including Staffing Analysis and Faculty Reassigned time report; Composes and types letters and memos when requested by the Dean.

Maintains budget records for CTP Division including eighteen Career Programs departments and Adult Education Development.  Monitors budgets during the fiscal year, trouble shoots irregularities. Assembles information on a regular basis for the budget preparation.  Responsible for budget input and quality control. 

Processes purchase orders, invoices, check requisitions, professional development, travel and other expenditure information and maintains appropriate records.

Coordinates the Peer evaluation process for the Dean.  Distributes information to Committee members, Provost and Human Resources.  Files all materials from the Dean into full time confidential files.

Tracks expenditures paid with grant funds by department for the Annual Operational Analysis report and prepares division allocation report for CTP.

Provides back-up support for scheduling of classes in Banner.

Occasionally asked to help at conferences; meeting and event planning. 

Performs related duties as assigned.

Educational Requirements

Associate Degree graduate or equivalent experience with specialized computer skills training including Word, Excel, Power Point and Access.

Experience Requirements

At least four years of progressively responsible administrative support experience with Microsoft Office word processor, spreadsheet, and presentation development required.  Proof reading skills and bookkeeping/accounting experience preferred. 

Application Review Date

Applications are accepted until the position is filled though priority will be given
to applications received on or before: December 13, 2019

Required Documents:

***A resume and cover letter are required to complete the application process***