Administrative Assistant - CLAS

JOB SUMMARY:

This position provides support to the Hawkeye Community College Center for Learning and Academic Success and Transitional Programs area. This position is responsible for providing excellent customer service, maintains customer confidence and protects operational integrity by keeping information confidential, and provides support for a variety of special projects, committees, functions, and activities. This role is responsible for providing excellent customer service to students, staff, faculty and stakeholders.

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.

• Prepares reports by collecting and analyzing information.
• Prepares and completes College, federal and state government records, reports, and surveys.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Ensures operation of office equipment by completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; arranging for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Welcomes guests and customers by greeting them in person or on the telephone and by answering or directing inquiries.
• Oversees correct distribution and disposition of notices, memoranda, directives, and related materials.
• Assists in monitoring budgets and prepares purchase orders.
• Prepares written responses to inquiries from staff and the general public for approval by the supervisor.
• Contributes to team effort by accomplishing related results as needed.
• Serves on College committees, as assigned. Coordinates refreshments and materials for activities and meetings include arranging room setup.
• Supervises student employees and/or coordinates volunteers.

• Performs other duties as assigned.

POSITION SPECIFIC RESPONSIBILITIES:

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

• Assists in the development of instructor scheduling.
• Opens the Student Tutoring and Computer Lab (STC) each morning, assists with closing the STC as necessary.
• Coordinates the processing of curriculum materials for programs.
• Assists with checking faculty use of Simple Syllabus for course syllabi collection each semester.
• Administers and compiles data for student surveys for faculty evaluation process.
• Facilitates the cancelling of classes by calling affected students to assist in rearranging their course schedules.
• Serves as a front desk staff member of the Student Tutoring and Computer Lab.
• Resets student passwords and assists students with using MyHawkeye, Canvas and connecting to campus resources
• Schedules tutoring appointments and workshops.
• Coordinates function of the department in the absence of the Director
• Serves as building coordinator and manages electronic door locking system for building
• Assists the Director and NACEP Coordinator by collecting and organizing NACEP materials, scheduling meetings or training events, and preparing reports.

QUALIFICATIONS:

• Associates degree and two years 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 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 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.

 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 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 hawkeyecollege.edu/employment including a resume, 3 references with a minimum of 1 being a current/past supervisor and a cover letter addressing the following:
• Submit online application and all required materials by the deadline.

Hawkeye Community College is an equal opportunity and affirmative action employer, committed to equity and diversity in its educational services and employment practices: https://www.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.