Administrative Assistant II

Job Summary

Hawkeye Community College's Division of Student Affairs & Institutional Diversity is seeking a part time Administrative Assistant II to join their team. If you enjoy working in a fast-paced environment and have excellent attention to detail and communication skills, this may be for you!

The Division offers a broad range of support services to help students achieve success as a college student and beyond. We work collaboratively with faculty, staff, students and the community to support student engagement, diversity and inclusion, and learning and success at Hawkeye Community College. We promote the continuous improvement of the college experience by helping students to connect, collaborate and commit to engage in activities, programs, and opportunities as they achieve their goals.

As the Administrative Assistant II, you are responsible for providing high level administrative support to the Vice President of Student Affairs & Institutional Diversity for a variety of special projects, committees, functions, and activities. Additionally, you will be handling confidential/sensitive information as well as maintaining calendars and fielding incoming office inquiries.

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:

• Maintains the VP of Student Affairs & Institutional Diversity and division calendars.
• Responsible for scheduling meetings, events, and appointments.
• Fields incoming office inquiries via in-person, telephone, or email.
• Maintains effective and efficient flow of communication and information through calendars, correspondence, memos, messages and office records.
• Organizes college committee meetings, by providing the following services: calendar and room scheduling, agenda preparation, taking meeting minutes, and organizes specific event tasks as assigned by the VP of Student Affairs & Institutional Diversity.
• Makes business travel arrangements for staff as needed.
• Assists in reading, researching, and routing correspondence such as drafting letters and documents, collecting and analyzing information, and initiating telecommunications. 
• 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. 
• Receives, prepares, and submits requisitions into Colleague.
• Fields incoming public and campus requests and route to appropriate personnel.
• Assists the Vice President and some directors within the division with administrative tasks when needed.
• Maintains confidentiality with sensitive information.
• Participates in campus committees as assigned.
• Coordinates in-services and professional development days for division, as needed.
• 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 REQUIREMENTS: 

• 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.
• 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.
• Demonstrated ability to work with a culturally diverse student population, faculty, staff, and the general public.
• Ability to demonstrate strong interpersonal communication.
• Skilled in Microsoft Office Suite, Google applications, and video conferencing technology.
• Demonstrated ability to execute organization and department policies and procedures.
• Knowledge of general office equipment, procedure and protocols.
• Demonstrated ability to demonstrate effective organizational skills to manage multiple and shifting tasks/demands to meet timely deadlines.

Preferred Qualifications

• Bachelor’s degree
• Experience with event planning

Working Conditions

Part-time position averaging 24-27 hours per weeks.  Anticipated hours will be between 8:00 am to 4:30 pm., Monday – Friday.

Work is performed either in or a combination of an office setting or 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

Regular, part-time hourly position averaging 24-27 hours per week, with a choice of retirement programs—IPERS (defined benefit) or TIAA (defined contribution) available upon hire.  Employees working an average of 20 hours or more per week for 52 consecutive weeks, may be eligible for additional benefits including but not limited to:  Single dental and vision insurance, Flex plus (IRS 125) plan and paid time off.

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:
    • Please describe how your experiences would enable you to be successful in this position.
  • 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.