Program Assistant - Learning and Career Center
Harper College

Job Info

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Overview

Schedule Information: Monday through Friday 8:00 a.m. - 4:30 p.m.

Hours Per Week: 37.5

Benefits: Health, Dental, Life & Disability Insurance; Sick, Vacation, and Holiday pay; Personal Business; Educational Assistance: Tuition Waivers at Harper & Professional Expense

Work Conditions: Work is primarily indoor and sedentary in nature. Occasional lifting up to 25 lbs. is required, as is the ability to push heavier wheeled items. Occasional evening or weekend events demand some scheduling flexibility.

Duties of Position: Provides primary administrative support to the LCC in daytime hours. Responsible for effective facilities and business operations; ensuring skilled and diverse customer service support to prospective and current students, faculty, and other site users; and events and program support to grow the impact of the Center on students and the community.

Building services

• Executes secure building opening or closing routines and provides site users access to rooms, equipment, or materials as required throughout the workday
• Performs general receptionist duties at front desk: answers phones, greets visitors, provides directions, receives deliveries
• Initiates service tickets or other communications to Facilities, IT, or vendors regarding any site conditions needing attention, including on behalf of other departments co-located at LCC such as the Reading Room, Open Lab, Testing Center, and Small Business Development Center.
• Assists security and safety professionals in communicating with site users for training, drills, and timely problem-solving

LCC department operations

• Actively maintains department operations references including the LCC Operations Calendar, shared files, and activity logs (inquiries, student use of support resources, event attendance, etc.). Produces data and reports as requested by the LCC Senior Manager
• Provides logistic support for procurement, events, and programs, adhering to College policies for estimates and invoicing, food service, insurance, and vendors. Monitors spending against budgets
• Provides administrative support to the LCC Senior Manager including maintaining calendar, tak­­ing meeting notes, and supporting financial planning; in the absence of the LCC Senior Manager, resolves time-sensitive operations concerns
• Collaborates closely with LCC evening staff for continuity of service across all hours and areas of operation
• Supports student aide recruitment and scheduling, assignment of tasks, and mentorship
• Assists students and Program Coordinator with Hawks Care services: food pantry, emergency assistance, consultations and referrals
• Assists students and the public in accessing partner-led services onsite (e.g., child care, legal and crisis aid, tax preparation, etc.) and in the community through referral channels
• Acquires qualifications for exam proctoring and serves as proctor for occasional testing services support
• Participates actively in improving LCC procedures, reference materials, and contributes to strategy to achieve the LCC mission.

Enrollment support

• Responds to and tracks student enrollment inquiries from walk-ins, calls, web forms, and outreach events
• Shares and interprets information regarding course offerings, explains the application and enrollment process, and makes direct handoffs to appropriate departments for follow-up (e.g., Admissions, One Stop, Adult Education)
• Troubleshoots student difficulties with enrollment and other records assistance by navigating Banner and other College information systems
• Conducts enrollment promotion campaigns via phone, email, and occasional outside events

Maintains the highest level of confidentiality.

Performs other duties as assigned.

Educational Requirements: Associates Degree required.

Experience Requirements: 3 years of responsible administrative assistant or office management experience required. Strong interpersonal and communication skills, both written and verbal. Customer service orientation, able to problem-solve with tact and confidentiality. Mission-oriented; thrives in a collaborative, multicultural environment. Proficiency with Microsoft Office 365 suite including Excel, Outlook, PowerPoint, WebEx and Teams; virtual meeting platforms required. Able to handle multiple tasks efficiently.

Preferred knowledge and experience areas: higher education; customer service to limited English speakers; physical site operations (coordinating upkeep); event organizing. Knowledge of Spanish is preferred, though other commonly spoken global languages are a plus.

Application Review Date: Applications are accepted until the position is filled though priority will be given to applications received on or before December 1, 2023.

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.

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