Administrative Assistant II

Job Summary

Do you enjoy working in an office setting and are detail oriented? Have you ever thought about working with faculty and students? If so, Hawkeye Community College has an opportunity for you.

The School of Science and Health Sciences is looking for a full time Administrative Assistant II to join their team. This position will primarily provide administrative support to the Dean as well as perform a variety of administrative support services for special projects, committees, functions and activities. Additionally, this position delivers excellent customer service, maintains customer confidence and protects operational integrity by keeping information confidential. Furthermore, this position is responsible for performing transactional functions such as requisition entry, office scheduling and attending to office phone, email and walk-in traffic.

Hawkeye Community College is a comprehensive community college focused on meeting the needs of the community by providing quality, affordable learning experiences for a diverse student body through our Adult Learning Center, Business and Community Education Department as well as through more than 50 career and technical programs and liberal arts transfer programs. Hawkeye Community College’s mission is about empowering students, strengthening businesses and enriching communities with a vision to improve the quality of life in the communities we serve.

Essential Job Functions

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

• Assists and maintains supervisor’s appointment schedules by planning and scheduling meetings.

• Maintains office calendars, and coordinates scheduling of meetings, project activities and other department functions. Makes business travel arrangements for staff as needed.

• Assists in collecting, reviewing and analyzing data and prepares reports, charts, budgets, and other presentation materials utilizing word processing, spreadsheet, or specialized software.

• Prepares and distributes reports or other communications on a regular schedule.

• Maintains files, databases, and archives of relevant records.

• Screens calls and responds to or routes routine inquiries from external or internal sources with appropriate correspondence or other messaging.

• Contributes to team effort by accomplishing results as needed.

• Unless otherwise approved under Hawkeye’s remote work policy, regular on campus and/or onsite attendance is considered an essential function of the position.

• Performs other duties as assigned.

Position Specific Duties

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

• Assists with course scheduling, including inputting source information, student schedules, schedule changes; and facilitates room assignments for classes and maintains room schedules.

• Arranges Advisory Committee meetings, retreats and other group meetings, including coordination of activities and meetings, preparation of materials, room set up, taking minutes, and other follow-up items.

• Supervises student employees as needed.

• Maintains records and takes meeting minutes on Academic Standing Committees as assigned.

• Participates on college committees as assigned.

• Assists in monitoring budgets and preparing purchase orders.

• Assists in maintaining and updating clinical contracts for clinical sites.

• Maintains and submits information to payroll regarding additional pay for faculty such as special assignment and overload pay.

• Prepares and maintains new student files for program majors.

• Assists the Dean in ensuring materials for programs such as syllabi, are submitted.

Minimum Qualifications

• Completion of an Associate degree and four (4) years of experience in a related field or a combination of education and experience to total six (6) years.

• Minimum typing speed of 40 net words per minute.

• Highly proficient using all Microsoft Office and/or Google programs.

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

• Demonstrated ability to work on multiple tasks and to work independently.

• Demonstrated aptitude to analyze and improve office procedures.

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

• Demonstrated commitment to customer service and the ability to work with diverse populations as well as various areas of the college (faculty, staff, students, and general public).

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

• Demonstrated commitment to diversity and inclusion in accordance with Hawkeye Community College’s Mission, Vision and Institutional goals.

Working Conditions

The anticipated schedule is Monday through Friday days with an occasional evening.

Work is performed in an office setting and/or classroom setting, climate-controlled environment, with a combination of natural and fluorescent light. 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. 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.

Employment Status

Full time, nonexempt 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).

Application Procedure

• Complete an online application at www.hawkeyecollege.edu/employment

  • Submit/upload a cover letter

  • Submit/upload a resume.

  • Submit/upload 3 professional references with a minimum of 1 being from a current/past supervisor.

• Submit the online application and all required materials by September 25, 2022.

All application materials must be submitted by Sunday, September 25, 2022 by 11:59 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.