Business & Community Education Assistant II

Job Summary

Are you detail-oriented and have strong communication skills? Are you passionate about making an impact and empowering others with life changing opportunities? If so, Hawkeye Community College has a great opportunity for you!

Our Business and Community Education department is looking for an Assistant II to join their team. The Business and Community Education department provides services to the community, students and businesses looking for short-term training, continuing education, workforce training, apprenticeships, customized business training and community resources.

As an Assistant II you would be responsible for providing administrative support to the Business and Community Education department. Your responsibilities would include providing excellent customer service as well as providing support for a variety of special projects, committees, functions, and activities. Additionally, you would be overseeing student records, open enrollment files, third-party billing, receiving payments, and provide customer service and support for instructors and students.

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:

• Fields questions from instructors, staff, students, families, callers, visitors, and/or customers via in person, telephone, or by email.
• Maintains effective and efficient flow of communication and information through calendars, correspondence, memos, telephone messages, and office records.
• Assists and directs students with class registration and payment.
• Receives transcript and certificate requests, locates information, and sends to student, employer, or college.
• Makes business travel arrangements for staff as needed.
• Coordinates social gatherings for department, as needed.
• Collaborates with Enrollment Services, Business Services personnel and Business & Community Education Managers.
• Prepares classrooms for instructors, including setup and troubleshooting of equipment, preparation of supplies, and sanitization.
• Creates certificates for public and contract training classes as needed.
• Responsible for ordering and tracking equipment, office supplies, and maintaining check-in and check-out documentation as needed.
• Prepares daily bank balancing.
• 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.
• Works closely with other areas of college that can include other campuses, departments, and the foundation office.
• Creates and maintains paper and electronic databases and records. 
• Scans and copies documents as needed.
• Coordinates materials and refreshments for activities and meetings include arranging room setup.
• Partners with third-party vendors such as the Department of Veteran Affairs to assist students with registration, gathering payment information, and disseminating credential information.
• Prepares daily report of current students for Hawkeye Alert.
• Contributes to team effort by accomplishing related results as needed.
• Works closely with confidential information.
• Participates in campus committees as assigned.
• Performs other duties as assigned.
• Unless otherwise approved under Hawkeye’s remote work policy, regular on campus and/or onsite attendance is considered an essential function of the position.

Minimum Qualifications

• Associate’s degree and four (4) years of experience as an Administrative Assistant or related field or a combination of education and experience to total six (6) years.
• Knowledge of financial rules, regulations, and procedures.
• Experience with making travel arrangements for senior staff or leadership.
• Demonstrated ability to work with minimal supervision.
• Demonstrated ability to work a flexible schedule to include evenings and weekends.
• Demonstrated ability to handle confidential/sensitive information with discretion.
• Demonstrated ability to communicate effectively verbally and via written correspondence.
• Demonstrated ability to work with a culturally diverse student population, faculty, staff, and the general public.
• Skilled in Microsoft Office Suite, Google applications, and video conferencing technology.
• Ability to demonstrate strong interpersonal communication.
• Demonstrated ability to execute organization and department policies and procedures.
• Demonstrated ability to demonstrate effective organizational skills to manage multiple and shifting tasks/demands to meet timely deadlines.
• Demonstrated ability to work with a culturally diverse student population, faculty, staff, and the general public.

Preferred Qualifications

• Bachelor’s degree.
• Experience working in a community college setting.

Working Conditions

Anticipated schedule is Monday through Friday from 8:00am – 4:30pm with potential for occasional weekend or evening hours.

Work is performed either in or a combination of an office setting and classroom setting using technology in a 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 frequently during working hours. During course of day, interact with students, faculty and staff in person, by telephone and computers.

Employment Status

Full-time, hourly 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 hawkeyecollege.edu/employment
  • Submit/upload a cover letter addressing the following:
    • Explain your working knowledge of computer software including but not limited to Microsoft Office and Google suite. Additionally, share examples of how you have used them at work as well as what type of documents you have created with them.
    • Describe your experience with multi-tasking, troubleshooting and working with project deadlines in your current/previous positions.
  • Submit/upload a resume.
  • Submit/upload 3 professional references with a minimum of 1 being from a current/past supervisor.
• Submit an online application and all required materials by Sunday, April 2, 2023.

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.

• Complete an online application at hawkeyecollege.edu/employment
• Submit/upload a cover letter addressing the following:
• Explain your working knowledge of computer software including but not limited to Microsoft Office and Google suite. Additionally, share examples of how you have used them at work as well as what type of documents you have created with them.
• Describe your experience with multi-tasking, troubleshooting and working with project deadlines in your current/previous positions.
• Submit/upload a resume.
• Submit/upload 3 professional references with a minimum of 1 being from a current/past supervisor.
• Submit an online application and all required materials by Sunday, April 2, 2023.