Administrative Assistant - Van G Miller ALC

Vacancy Notice: Tuesday, June 15, 2021
Application Deadline: Tuesday, July 6, 2021 by 4:30 PM CST
Position Type: Administrative
Hours: Full Time
Department: Adult Education and Literacy Program
Reports To: Manager of AEL Enrollment and Assessment Services

Job Summary

This position provides support to the Hawkeye Community College Adult Education and Literacy program, which includes English Language Learning, High School Completion, and Integrated Education and Training programs at the Van G. Miller Adult Learning Center. This position is responsible for providing excellent customer service to staff, students, parents, community partners, and the general public. This position maintains customer confidence and protects operational integrity by keeping information confidential and provides support for a variety of special projects, committees, functions, and activities.

Essential Job Functions

Important responsibilities and duties may include, but are not limited to, the following:

  • Maintains knowledge of the English Language Learning (ELL), High School Completion (HSC), and Integrated Education and Training (IET) programs.

  • Provides support to the Manager, program coordinators/managers, teachers, volunteers, and other support staff.

  • Performs support duties, which includes typing, filing, answering telephones, and scheduling appointments.

  • Enters data into the computer via word processing, spreadsheet, and various other computer applications.

  • Maintains records and files in accordance with Family Education Rights and Privacy Act (FERPA) guidelines.

  • Maintains effective and efficient flow of communication and information through calendars, correspondence, memos, telephone messages, and office records.

  • Reconciles receipts and cash; sends it to the Business Office.

  • Accurately completes requisitions, billing requests, purchase orders, print shop orders, and maintenance work tickets.

  • Records inventory of materials and supplies and orders as needed.

  • Performs other duties as assigned.

Position Specific Responsibilities

Important responsibilities and duties may include, but are not limited to, the following:

  • Serves as a proctor in the Assessment Center and remote testing sessions.

  • Assists with the student registration process, including data entry, maintaining logs, and preparing materials.

  • Conducts textbook sales.

  • Assists with the student orientation process, including data entry, maintaining logs, and preparing materials.

  • Maintains partner agency referral records.

  • Assists with the planning of the ELL Next Step Ceremony.

  • Assists with the planning of the HSC Graduation ceremony.

  • Maintains a CASAS proctor certificate.

  • Utilizes OnGuard – Lenel software to maintain badge access and door accessibility schedules.

  • Serves as a back-up to the AEL Registration Specialist to conduct one-on-one registration sessions with students face-to-face and online.

  • Serves as back-up to the Welcome Desk, answering the main telephone line and assisting walk-ins as needed.

Qualifications

  • Associates degree or equivalent and two years of office experience OR a combination of both totaling to 4 years.

  • Minimum typing speed of 40 net words per minute.

  • Must be highly proficient using all Microsoft Office and/or Google programs.

  • Knowledge of recordkeeping principles and practices and ability to prepare records and reports.

  • Ability to work with staff, students, business and government officials, and general public while projecting a positive professional image.

  • Demonstrated commitment to customer service.

  • Demonstrated organizational skills and time management.

  • Demonstrated ability to respond quickly to deadlines and perform a multitude of tasks.

  • Demonstrated ability to communicate effectively both orally and in writing.

  • Demonstrated ability to work with diverse student populations, including non-native speakers.

  • Demonstrated ability to work effectively in a collaborative team atmosphere.

  • Available to work a flexible schedule including Tuesday and Thursday evenings.

Preferences

  • Bachelor’s degree in business or related field.

  • Experience with Adult Education and Literacy programs.

  • Proficient in a language other than English

Employment Status

Full time position with comprehensive or competitive benefits program including health, dental, vision, life, and LTD insurance, a Section 125 plan for medical and dependent care expenses; holiday, personal, sick, and vacation leave; and a choice of retirement programs—IPERS (defined benefit) or TIAA (defined contribution).

Working Conditions

Requires skills for succeeding in an office environment, using technology. Requires good hand-eye coordinator including visual acuity to use a keyboard and read technical information; arm, hand and finger dexterity, including ability to grasp.

Work is performed in an office setting. Sit, stand, bend, lift and move intermittently during working hours. During course of day, interact with student, faculty and staff in person, by telephone and computers.

Application Procedure

  • Complete online application at www.hawkeyecollege.edu/employment including a resume, 3 references and a cover letter that briefly addresses:

    • Your work experience with customer service and receptionist duties.

    • Software you competently use and the types of professional documents you have produced (e.g., spreadsheets, PowerPoint, database).

    • Your work experience related to handling confidential information

  • Submit online application and all required materials by the deadline.

All application materials must be submitted by Tuesday, July 6, 2021 by 4:30 PM CST.

Hawkeye Community College is an equal opportunity and affirmative action employer, committed to equity and diversity in its educational services and employment practices: hawkeyecollege.edu/about/diversity-inclusion/equal-opportunity. The College does not discriminate on the basis of sex; race; age; color; creed; national origin; religion; disability; sexual orientation; gender identity; genetic information; or actual or potential parental, family, or marital status in its programs, activities, or employment practices. Veteran status is also included to the extent covered by law. Any person alleging a violation of equity regulations shall have the right to file a formal complaint. Inquiries concerning application of this statement should be addressed to: Equity Coordinator and Title IX Coordinator for employees, 319-296-4405; or Title IX Coordinator for students, 319-296-4448; Hawkeye Community College, 1501 East Orange Road, P.O. Box 8015, Waterloo, Iowa 50704-8015; or email equity-titleIX@hawkeyecollege.edu, or the Director of the Office for Civil Rights, U.S. Department of Education, Citigroup Center, 500 W. Madison, Suite 1475, Chicago, IL 60661, phone number 312-730-1560, fax 312-730-1576, email: OCR.Chicago@ed.gov.

If any applicant is in need of a reasonable accommodation in completing the application process, please notify a member of Human Resource Services.

Contact Information

Human Resource Services

Hawkeye Center 101
319-296-4492
Jobs Line: 319-296-2329 ext.5000‚Äč
Email Human Resource Services

If you are in need of any special accommodation in completing the application process, please notify a member of Human Resource Services.

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