Administrative Assistant

General Function:

Provides support for the areas of curriculum and instruction at the College including the Curriculum Committee, Curriculum Specialist, Associate Provost of Curriculum and Instruction, and the Dean of Teaching and Learning. Support includes administrative and process support to ensure reports and curriculum materials are prepared and meet rules and guidelines of different state and accreditation systems and reporting processes.

Assists with supporting the budget process for the Provost division. Supports the administration of student opinionnaire inventories (SOIs). Responsible for providing high level administrative assistance for programs and functions that reside under the purview of the Office of the Provost and for the Associate Provost of Curriculum and Instruction.

Characteristic Duties:

Works with members of Executive Council to review and discuss aspects of the assurance argument, including verification of evidence, to ensure compliance with HLC expectations.

Evaluates and submits general education and majors course reviews to Illinois Articulation Initiative (IAI) panels for approvals. Creates timelines and communication and tracking plans for timely submissions. Works with academic deans to ensure that curriculum, outcomes, syllabi, and other course elements align with state requirements.

Assists Curriculum Compliance Specialist with course articulation to ensure transferability to four-year institutions by sending and tracking Illinois Community College Board (ICCB) Form 13s.

Provides support for the Curriculum Committee; takes meeting minutes, coordinates with the committee chair and college's Curriculum Specialist and interfaces with curriculum software to develop agendas. Schedules/hosts meetings. Maintains the committee's webpage on Harper Intranet Portal (HIP) (posting meeting information, posting and archiving agendas, minutes and other documents).

Liaises with deans and faculty from departments across the college regarding curricular proposals.

Works with the Associate Provost to coordinate professional development expense processes for Provost Area personnel, including verification, approvals, and submissions.

Collects, reviews, and edits Provost-area submissions for the monthly President's Report.

Supports the organizational needs of the annual full- and adjunct faculty Distinguished Faculty nominations and selection process. Works jointly with the Associate Provost in assuring that information is appropriately disseminated, and procedures are carefully followed.

Collects and reviews proposed changes in course fees and works with division offices to document changes for annual Board review, and develops exhibits, as needed.

Supports the annual college-wide budgeting process related to budget exceptions, instructional capital, and instructional technology. Works with Provost Leadership Team and division managers to aggregate requests, ensure accuracy, and project additional budgetary needs for the upcoming fiscal year.

Monitors budgetary expenditures, as needed. Processes invoices, check requisitions and other expenditure information and maintains appropriate records for specified programs and projects.

Assembles information for budget preparation and end of the year reports for the Area of the Provost. Prepares reports throughout year on across division costs and use of resources.

Provides administrative support for the preparation and deployment of the bi-annual Student Opinionnaire of Instruction (SOI) within the evaluation software for all academic divisions. This includes managing email communications, user roles, division hierarchies, release of reports, and faculty/student email support and troubleshooting.

Provides administrative support for the Associate Provost and Provost, as needed, and serves as back-up to the Administrative Coordinator of the office. Arranges and manages communications, appointments, calendars, and schedules meetings and travel.

Acts as a representative of and maintains the confidentiality of the office. Provides support and back-up for the Administrative Coordinator in the operational details of the Provost's Office and for special projects and events.

Greets visitors and answers telephone, screens and channels calls, takes and distributes messages. Provides information and refers individuals to appropriate resources as needed.

Manages office workflow, gathering information, preparing reports, corresponding with internal and external personnel on projects.

Assists with special projects as needed.

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 to perform duties of the job.

Supervision:

Under the general supervision of the Associate Provost. Also receives direction from the Administrative Coordinator of the Provost's Office.

Minimum Acceptable Qualifications:

Education: Associates degree, or equivalent experience with specialized training in office skills including Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams) preferred. Adobe and SharePoint skills preferred.

Experience: 3 years progressively responsible administrative assistant experience required, with emphasis in project management preferred. Excellent verbal and written skills required.

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.