Administrative Assistant I – Student Services

Reports To:    Dean of Students

Job Summary

Hawkeye Community College is currently seeking a full-time Administrative Assistant I to join the Student Services team.  If you enjoy a fast-paced environment and you possess strong communication skills, have attention to details, this position may be what you are seeking.

The Student Services office at Hawkeye Community College is made up of dynamic student affairs professionals committed to provide exemplary service and support to each student navigating their academic journey in pursuit of achieving their educational goals. Each team member is responsible for cultivating and sustaining a fun, welcoming, and inviting environment for all within student services.

As the Administrative Assistant I, you would be responsible for providing direct administrative support to the Student Services team which includes but not limited to: requisition approval, office scheduling, and attending to the phone, email and walk-in traffic.  Overall, this position sets the tone for the student experience with the Student Services Office.

Hawkeye Community College is a welcoming, caring, inclusive, safe and transformative campus that strives to fulfill its mission by, “Empowering Students, Strengthening Businesses, and Enriching Communities." Students leveraging the Student Services team at HCC will receive exemplary customer service, a team that provides care and compassion and a robust offering of services on campus and throughout the community.

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, coordinates scheduling of meetings, project activities and other department functions.
• Makes business travel arrangements for staff as needed.
• 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.
• Provides services for incoming inquiries and, if necessary, routes these to the appropriate personnel.
• Prepares reports by collecting and analyzing information.
• Prepares requisitions and routes for processing and approval.
• Creates and maintains paper and electronic databases and records.
• Performs general administrative and clerical support.
• Creates invoices, work tickets, memos, vouchers, requisitions, and purchase orders.
• Proofreads electronic and printed materials.
• Maintains outgoing and incoming mail.
• Manages materials and supplies to include inventory orders.
• Assists staff in the creation and maintenance of program recruiting flyers and brochures.
• Creates a Hawkeye Community College student credential (student IDs) for registered students.
• Assists staff with academic transcript reviews.
• Collaborates with various campus offices and departments regarding institutional needs.
• 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 degree and one (1) year of experience in a related field or a combination of education and experience to total three (3) 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.
• Ability to demonstrate effective organizational skills to manage multiple and shifting tasks/demands to meet timely deadlines.

Preferred Qualifications

• Community College experience
• Experience working with students
• Direct customer service experience

Working Conditions

Anticipated schedule for this position is Monday – Friday 8am – 4:30pm with occasional Saturday availability to support special college registration events.

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

Full-time non-exempt 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 remission; 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:
    • Please detail your experience utilizing various software applications (Microsoft Office, Google Suite, student databases, social media, etc.); in addition, share how the software utilized factored into your day-to-day workload.
    • This position will interface with individuals from a wide array of backgrounds and education experiences, please share your experience working with similar individuals.
  • 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 12, 2025. Completed applications, along with the required materials, received after the priority screening date will be considered at the discretion of the college.

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.