Administrative Assistant - Student Affairs, Institutional Diversity and Grants & Resource Development

Vacancy Notice: Tuesday, November 2, 2021
Application Deadline: Sunday, November 28, 2021 by 4:30 PM CST
Position Type: Classified
Hours: Full Time
Reports To: Interim Vice President of Student Affairs & Institutional Diversity and Director of Grants & Resource Development

Job Summary

This position is responsible for supporting two departments in providing excellent customer service, maintaining customer confidence and protecting operational integrity by keeping information confidential, and providing 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:

  • Prepares reports by collecting and analyzing information.

  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.

  • Provides effective administrative, clerical and travel/event planning support and organizational scheduling, committee/team/workgroup meeting agenda preparation, minuting, preparing and distributing agendas and minutes, tracking and compiling decisions for IVPSAID.

  • Welcomes guests (faculty, staff, students, families, callers, visitors, and customers) by greeting them in person or on the telephone and by answering or directing inquiries and creating a professional, helpful, welcoming atmosphere.

  • Provide service excellence through courteous, informed, accessible and positive professional engagement.

  • Oversees correct distribution and disposition of notices, memoranda, directives, and related materials.

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

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

  • Contributes to team effort by accomplishing related results as needed.

  • Coordinates materials and refreshments for activities and meetings include arranging room setup.

  • Performs other duties as assigned.

Position Specific Responsibilities

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

  • Maintains knowledge of the grants department and grant funded projects/programs and of Student Affairs and Institutional Diversity divisional operations.

  • Assists and maintains supervisor’s appointment schedules by planning and scheduling meetings for the Director of Grants & Resource Development (DGRD) and back up calendaring support for the Interim Vice President of Student Affairs & Institutional Diversity (IVPSAID).

  • Organize and maintain electronic and paper files of grant & student affairs and institutional diversity documents and resources.

  • Record submission of grant proposals, awards, modifications, and reports in database and effectively retrieve information.

  • Assist with producing various reports including prospect calendar, grants portfolio, and other reports as needed by both departments.

  • Support Grants staff with administration tasks related to compliance, monitoring, documentation, and mailing grant agreements and other related documents.

  • Edit and proof-read grant and student affairs and institutional diversity documents.

  • Work to enhance and improve grants management processes and increase efficiencies.

  • Assist with webpage updates and production of departmental promotional materials.

  • Assist with grant prospecting to identify potential grants.

  • Assist with research and analysis of data for complex grant applications; i.e. participant demographics, employment/labor trends, poverty data, etc.

  • Assist in orchestrating significant portions of the annual Commencement activities in planning and execution of it, (e.g., making travel arrangements, processing purchases and reimbursements, working with college staff members to ensure all aspects of the event go smoothly) and for platform-party participants.

  • Serves as back-up to the Foundation Executive Assistant, answering the phone and assisting walk-ins as needed.

Minimum Qualifications

  • Associates degree or equivalent and two years of office experience or equivalent combination of education and experience to total 4 years.

  • Minimum typing speed of 40 net words per minute.

  • Demonstrated proficiency using all Microsoft Office and/or Google Suite programs.

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

  • Demonstrated ability to respond quickly to deadlines and perform work on multiple tasks independently.

  • Demonstrated aptitude to analyze and improve office procedures.

  • Demonstrated ability to understand and follow complex oral and written directions.

  • Demonstrated ability to work with and provide customer service for diverse populations (faculty, staff, students, and general public).

  • Demonstrated administrative writing skills, reporting skills, scheduling, organization, time management, office equipment maintenance, travel logistics, and verbal communication skills.

  • Demonstrated general working or ability to develop knowledge of applicable college infrastructure, policies, and procedures.

  • A demonstrated commitment to diversity, equity, and inclusion through inclusive behaviors and helping contribute to a culture of inclusivity, and a vibrant, diverse, equitable, and inclusive learning and working environment.

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; tuition reimbursement; 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 coordination 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 with 1 minimum being a current/past supervisor as well as a cover letter that briefly addresses:
  1. Your work experience with customer service and administrative duties.

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

  3. 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 Sunday, November 28, 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
319-296-4004
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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