Assistant to the President / Board Secretary

Job Summary

The Office of the President at Hawkeye Community College is looking for a highly organized, self-motivated and people-centered individual to join our team as an Assistant to the President / Board Secretary. If you are a proactive problem-solver, with excellent communication skills and attention to detail, this may be for you!

As the Assistant to the President, you will play a critical role in Hawkeye’s mission by ensuring successful administrative operations within the Office of the President and Board of Trustees. This position is a multi-faceted role and your responsibilities would include, but not limited to, providing critical support through relationship management, facilitating communication, planning of events, drafting and editing various documents, scheduling meetings as well as managing the President’s calendar.

Additionally, you would be working on special projects and coordinating activities of the Board of Trustees, which includes preparation of agenda materials and attending all Board Meetings. As the Assistant to the President, you must possess and model a professional demeanor and be able to handle confidential/sensitive information with discretion.

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:

• Reports directly to the President.
• Assists the President in their goals, including all relevant matters concerning the Board of Trustees.
• Maintains the President’s calendar. Responsible for scheduling meetings and appointments. Makes travel arrangements as needed.
• Fields incoming office inquiries via in-person, telephone, or email.
• Coordinates special events as assigned by the President and/or as pertinent to the Board of Trustees and the College.
• Coordinates, prepares, and files reports required by the college as well as local, state, and federal governments. Determines proper file designations and maintains an electronic or physical filing system for correspondence, records, reports, etc.
• Provides executive support to the Board of Trustees in the coordination of services, activities, and duties as outlined in the Code of Iowa to ensure that all legal requirements for the board are met.
• Maintains the official Board Policy Governance Manual. Drafts revisions as needed in collaboration with the President and Board.
• Prepares all election papers for the Board of Trustees, including all election and special levy/bond papers and files with the County Auditor all nomination papers and resolutions necessary for publication for annual elections.
• Makes all arrangements for special board meetings including retreats and Policy Governance training/updates for all new and current Board members.
• Performs required Board secretary duties as outlined in the Code of Iowa, to include record preservation, taking meeting minutes, collaborating with Treasurer to keep accurate financial records of expenses and funds.
• Ensures all legal requirements are met regarding board meeting proceedings including Code of Iowa 279 and 260C appeals and Chapter 20 and 21 closed and exempt board sessions.
• Composes correspondence, reports, and other documents containing sensitive information.
• Collects and compiles information on budgets and other projects.
• Assists the President in gathering and compiling data for presentations and/or Board of Trustees using presentation software, handouts. etc.
• Gathers information, approvals, and related material for the processing of purchase orders.
• Ensures appropriate distribution and disposition of correspondence, directives, complaints, and related materials.
• Schedules meetings as needed including room reservations, catering needs, equipment needs, and inviting participants.
• Makes travel arrangements for the Board of Trustees as needed.
• Maintains personnel and leave records for the President’s direct reports.
• Maintains college’s organizational chart.
• Assists President with personal correspondence i.e., sympathy cards, get well cards, holiday greetings, news clippings, etc. for college
• Assists with coordination of special projects or initiatives as directed by President.
• Creates correspondence on behalf of the President and Board of Trustees.
• Creates PowerPoint presentations for the President.
• Prepares and maintains agendas and minutes for various groups including but not limited to: President Cabinet and President Leadership Group.
• 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 in a related field and five (5) years of administrative support experience or an equivalent combination of education and experience totaling seven (7) years.
• Demonstrated understanding of postsecondary curriculum, education process and the required state documentation for community colleges.
• Demonstrated understanding of institutional network procedures and reports.
• Experience with budget analysis and preparation.
• Experience with schedule management to include multi-departments, record and report preparation, process improvement, and document creation, maintaining complex filing systems.
• Demonstrated ability to handle confidential/sensitive information with discretion.
• Experience with making travel arrangements for senior staff or leadership.
• Demonstrated ability to work independently.
• Demonstrated ability to communicate effectively verbally and via written correspondence.
• Demonstrated ability to understand and follow complex oral and written directions.
• Knowledge of general office equipment, procedure, protocols, and office management.
• 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.
• Demonstrated ability to execute organization and department policies and procedures.
• Demonstrated ability to prepare speeches, documents and presentations.
• Demonstrated strong organizational, project management, event planning and problem-solving skills. with exceptional multi-tasking abilities as well as ability to anticipate needs.

Preferred Qualifications

• Bachelors’ degree in related field.
• Knowledge of Roberts Rule of Order.

Working Conditions

Anticipated schedule is Monday – Friday from 8:00am to 4:30 pm with evening and weekend hours on an as needed basis.

Work is performed either in or a combination of an office setting and classroom setting 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. 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, exempt position with a 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).

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.

Application Procedure

• Complete an online application at hawkeyecollege.edu/employment
  • Submit/upload a cover letter addressing the following:
    • Explain how your experiences make you qualified for this role.
    • Share your experiences meeting deadlines, facilitating multiple projects, and preparing presentations and speeches.
  • Submit/upload a resume.
  • Submit/upload 3 professional references with a minimum of 1 being from a current/past supervisor.
• All required documents must be submitted in order for your application to move forward.
• Priority screening is set to begin on Monday, May 1, 2023. Completed applications, along with the required materials, received after the priority screening date will be considered at the discretion of the college.