Administrative Assistant - Bilingual

Harper College; Hoffman Estates (IL); On-site; USD 42,000 - 62,000; Full time

Job summary

Harper College in Illinois seeks an Administrative Assistant to support the Director and Manager of Access and Disability Services. Responsibilities include calendar management, email and call routing, scheduling accommodations, and onboarding coordination for ADS staff and students.

The role requires an Associate degree, four years of secretarial experience, strong organizational and communication skills, and proficiency with Word, Excel, Teams, and PowerPoint. ASL or Spanish is preferred.

Qualifications

• Four years of progressively responsible secretarial/office experience.
• Excellent organizational, communication, and detail-oriented skills.
• Experience working with individuals with disabilities preferred.
• Proficiency in American Sign Language or Spanish preferred.
• Excellent computer skills and working knowledge of Microsoft Word, Excel, Teams and PowerPoint.

Responsibilities

• Provides administrative assistance for the Director and the Manager of Access and Disability Services.
• Coordinates meetings and appointments and maintains the Director’s calendar.
• Independently responds to or directs departmental emails, answers and routes telephone and videophone calls.
• Schedules intakes, appointments for the ADS staff, schedules interpreter when necessary, sends daily appointment reminder emails via AIM, reserves rooms for meetings and workshops, and secures catering and A/V services.
• Uploads documents; responds to FERPA ROIs, processes checkouts and returns of Assistive Technology equipment.
• Uses the college’s student information system to code students, upload documents, schedule and release holds, and access student information.
• Uses the college’s administrative and financial systems to submit purchase requisitions, approve invoices and vendor payment requests, process job postings, and complete employee hiring and separation processes.
• Responsible for proctoring students who utilize test accommodations in ADS and storing the tests in a locked cabinet.
• Maintains and updates electronic files, office documents, and procedures.
• Works with the hiring managers in ADS to prepare and submit job postings; provides administrative coordination for searches, schedules interviews, and communicates with candidates.
• Prepares new hire paperwork and communicates with new employees regarding onboarding processes.
• Assists employees with key requests; maintains departmental employee files.
• Monitors activity including budget entry and transfers; assists the Director with budget input and budget processes.
• Creates and monitors spreadsheets for fiscal year information (phone logs, appointment logs, disability coding).
• Monitors interpreting and captioning contractual total dollar and minutes amounts.
• Updates the ADS web content in coordination with the Director; collaborates to promote ADS events on the college calendar.
• Updates the student records on AIM.
• Provides backup support coordinating test accommodations when the Coordinator of Testing is absent; proctoring as reader/scribe as needed.
• Provides supervision and training to the student aides.
• Submits requests for service or repair to Facilities; notes campus accessibility features that need repair.
• Organizes and assists with special projects as needed.
• Performs related duties as assigned.

Skills

Organizational skills

Communication skills

Attention to detail

Education

Associate degree

Bachelor's degree

Tools

Microsoft Word

Microsoft Excel

Microsoft Teams

Microsoft PowerPoint

Job description

ABOUT US

QUALIFICATIONS JOB DESCRIPTION

Characteristic Duties:

• Provides administrative assistance for the Director and the Managerof Access and Disability.
• Coordinates meetings and appointments and maintains the Director’scalendar.
• Independently responds to or directs departmental emails, answersand routes telephone and videophone calls.
• Schedules intakes, appointments for the ADS staff, schedulesinterpreter when necessary sends daily appointment reminder emailsvia AIM, reserves rooms for meetings and workshops, and securescatering and A/V services.
• Uploads documents; responds to FERPA ROIs, processes checkouts andreturns of Assistive Technology equipment.
• Uses the college’s student information system to code students,upload documents, schedule and release holds, and access studentinformation.
• Uses the college’s administrative and financial systems to submitpurchase requisitions, approve invoices and vendor paymentrequests, process job postings, and complete employee hiring andseparation processes. Assists the Director with annual budget inputand related budget processes.
• Responsible for proctoring students who utilize test accommodationsin ADS and storing the tests in a locked cabinet.
• Maintains and updates electronic files, office documents, andprocedures.
• Works with the hiring managers in ADS to prepare and submit jobpostings. Provides administrative coordination for searches,schedules interviews, and communicates with candidates.
• Prepares new hire paperwork and communicates with new employeesregarding on-boarding processes. Assists employees with keyrequests. Maintains departmental employee files.
• Monitors activity including budget entry and recommendations fortransfers and budget exceptions. Assists the Director with transferadjustment requests and annual budget input.
• Creates and monitors spreadsheets for fiscal year information (i.e.phone logs, appointment logs, disability coding).
• Monitors interpreting and captioning contractual total dollar andminutes amounts.
• Updates the ADS web content in coordination with the Director.Collaborates with Marketing Services and Student Involvement toensure that the ADS events are promoted and are listed on theCollege event calendar.
• Updates the student records on the student disability servicesdatabase, AIM.
• Provides backup support in coordinating test accommodations whenthe Coordinator of Testing is absent. Responsible for proctoringstudents who utilize test accommodations in ADS and storing thetests in secure location. Serves as a reader or scribe for studenttesting in ADS.
• Provides supervision and training to the student aides.
• Submits requests for service or repair to Facilities. the PhysicalPlant. Makes note and submits requests for campus physicalaccessibility features that need repair.
• Organizes and assists with special projects as needed.
• Performs related duties as assigned.

Working Conditions/Physical Requirements:

Work is primarily performed indoors and is sedentary in nature. Theposition may occasionally require evening hours based on departmentneeds.

Equipment/Tools Used:

Utilizes standard office equipment, including computers, in orderto perform the duties of the job.

Supervision:

Under the direct supervision of the Manager, AccommodationServices, works collaboratively with the Director of Access andDisability Services. Provides day-to-day direction and support tostudent aides.

Minimum Acceptable Qualifications:

Education:

Associate’s degree required; Bachelor’s degreepreferred.

Experience:

Four years of progressively responsiblesecretarial/office experience required. Excellent organizationalskills, communication skills, and attention to detail are required.Experience working in a setting with individuals with disabilitiespreferred. Proficiency in American Sign Language or Spanish ispreferred. Must have excellent computer skills and workingknowledge of Microsoft Word, Excel, Teams and Power Point.

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