Monday - Friday 8:00 am - 4:30 pm, possibly some evenings
Hours per Week
Health, Dental, Life & Disability; Sick, Vacation & Holiday Pay; Personal Business; Harper Tuition Waivers; and Professional Expense
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.
Associate Degree graduate or equivalent experience with specialized computer skills training including Word, Excel, Power Point and Access.
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
***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.
Internal Number: 493739
About Harper College
Harper College is a comprehensive community college dedicated to providing excellent education at an affordable cost, promoting personal growth, enriching the local community and meeting the challenges of a global society. The specific purposes of the College are: To provide the first two years of baccalaureate education in the liberal and fine arts, the natural and social sciences and pre-professional curricula designed to prepare students to transfer to four-year colleges and universities; To provide educational opportunities that enable students to acquire the knowledge and skills necessary to enter a specific career; To provide continuing educational opportunities for professional job training, retraining and upgrading of skills and for personal enrichment and wellness; To provide developmental instruction for under-prepared students and educational opportunities for those who wish to improve their academic abilities and skills; To provide co-curricular opportunities that enhance the learning environment and develop the whole person. Essential to achieving these purposes are all of the College's resources, support programs and services.