Administrative Assistant - Bilingual

Harper College; Palatine (IL); On-site; USD 42,000 - 56,000; Full time

Job summary

Harper College in Palatine, IL seeks an Administrative Assistant to support the Director and Manager of Access and Disability Services. You will coordinate meetings, manage calendars, respond to emails, and assist with onboarding and budget input.

The role requires strong organizational and communication skills, discretion with confidential information, and experience working with individuals with disabilities.

Qualifications

• Associate’s degree required; Bachelor’s degree preferred.
• Four years of progressively responsible secretarial/office experience.
• Proficiency in Microsoft Word, Excel, Teams and PowerPoint; excellent communication and organizational skills.

Responsibilities

• Provide administrative assistance for the Director and Manager of Access and Disability Services.
• Coordinate meetings and maintain calendars.
• Respond to departmental emails and direct calls.
• Schedule intakes and appointments; arrange interpreters and accommodations as needed.
• Process invoices, purchase requests, and budget input; assist with hiring and student records.
• Proctor tests and manage confidential disability-related records.
• Support recruitment, onboarding, and staff communications.

Skills

Organization

Communication

Attention to detail

Education

Associate’s degree

Bachelor’s degree preferred

Tools

Microsoft Word

Excel

Teams

PowerPoint

Job description

Characteristic Duties

• Provides administrative assistance for the Director and the Manager of Access and Disability.
• 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. Assists the Director with annual budget input and related budget 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 on-boarding processes. Assists employees with key requests. Maintains departmental employee files.
• Monitors activity including budget entry and recommendations for transfers and budget exceptions. Assists the Director with transfer adjustment 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 and minutes amounts.
• Updates the ADS web content in coordination with the Director. Collaborates with Marketing Services and Student Involvement to ensure that the ADS events are promoted and are listed on the College event calendar.
• Updates the student records on the student disability services database, AIM.
• Provides backup support in coordinating test accommodations when the Coordinator of Testing is absent. Responsible for proctoring students who utilize test accommodations in ADS and storing the tests in secure location. Serves as a reader or scribe for student testing in ADS.
• Provides supervision and training to the student aides.
• Submits requests for service or repair to Facilities. the Physical Plant. Makes note and submits requests for campus physical accessibility 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. The position may occasionally require evening hours based on department needs.

Equipment/Tools Used

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

Supervision

Under the direct supervision of the Manager, Accommodation Services, works collaboratively with the Director of Access and Disability Services. Provides day-to-day direction and support to student aides.

Minimum Acceptable Qualifications

Education: Associate’s degree required; Bachelor’s degree preferred.

Experience: Four years of progressively responsible secretarial/office experience required. Excellent organizational skills, communication skills, and attention to detail are required. Experience working in a setting with individuals with disabilities preferred. Proficiency in American Sign Language or Spanish is preferred. Must have excellent computer skills and working knowledge of Microsoft Word, Excel, Teams and Power Point.