Job Details
Job Description
General Function:
Provides administrative support for the implementation of the Hispanic Serving Institution (HSI) Grant strategies and activities of the HSI Five-Year Comprehensive Development Plan (CDP) and the project entitled Driving Student Success Through High-Impact Practices
Responsible for providing administrative assistance for the Title V Program Director and program staff that reside under the purview of the Office of the Provost. Provide additional support to the centralized Hawks Care Resource Center.
Responsibilities
Characteristic Duties:
Works as part of a team providing administrative support to the Title V Program staff as directed including but not limited to travel expenses, budget requests, purchase orders, check requests, scheduling meetings and managing calendars, and correspondence including emails and office forms.
Monitors budgetary expenditures, as needed. Processes expenditure information and maintains appropriate records for specified programs and projects.
Assists with event planning for seminars, conferences, and other activities by coordinating all aspects of events, including but not limited to obtaining required rooms, catering, equipment, printing, travel, and other items as needed.
Prepares reports throughout the year on program and projects costs and use of resources in collaboration with Grants Office.
Provides customer service for students and partner stakeholders by responding to questions, scheduling meetings, and compiling data. Responds in a timely manner to provide accurate information as requested.
Greets visitors and answers telephone, screens and channels calls, takes and distributes messages. Provides information and refers individuals to appropriate resources as needed.
Provides administrative support for meetings.
Manages office workflow, gathering information, preparing reports, corresponding with internal and external personnel on projects.
Uses excellent interpersonal and communication skills, assisting the division with multiple projects in a positive, professional, and effective manner.
Creates and maintains Formstack forms for the Program as needed.
Assists with promotion of available resources and increase awareness of Hawks Care Resource Center; assists with the centralization and consolidation of student support services and basic needs support by providing administrative support such as process development and documentation and file maintenance.
Creates and maintains a procedure manual for duties identified in this job description.
Maintains the confidentiality of the office/program.
Performs other duties as assigned.
Working Conditions/Physical Requirements:
Work is primarily indoors and sedentary in nature. Flexibility with work schedule required on occasion (early mornings, evenings, and weekends).
Equipment/Tools Used:
Utilizes standard office equipment in order to perform duties of the job.
Supervision:
Under the general supervision of the Title V Program Director.
Qualifications
Minimum Acceptable Qualifications:
Education: Associate degree or equivalent experience with specialized training in office skills including Microsoft Office (Word, Excel, PowerPoint, Outlook). Adobe and SharePoint skills preferred.
Experience: Progressively responsible administrative assistant experience with emphasis in project management. Excellent verbal and written skills required. Bilingual, Spanish-speaking preferred. Must be a self-starter with high motivation. Able to perform under deadlines. Committed to the values and mission of Harper College. Provides high quality, enthusiastic customer service to faculty, administration, students, and colleagues.
About Us
We are Harper College...the college in your community.
The College was established by referendum in 1965 and opened September 1967. It is named for Dr. William Rainey Harper, a pioneer in the junior college movement in the United States and the first president of the University of Chicago.
Harper College is now one of the nation's premier community colleges and one of the largest, serving approximately 29,000 students annually in Chicago's northwest suburbs. The College's academic programs prepare students for rewarding careers and for transfer to four-year universities. Harper offers associate degree and certification programs, advanced career programs, workforce training, professional development, continuing education classes, accelerated degree options for adults and developmental education programs.