Administrative Assistant II - Summer & Evening

DEFINITION

Under supervision of the appropriate Dean, Academic Affairs, performs a variety of responsible and comprehensive administrative and clerical work in support of departmental functions. Reports to and supports the office of the Associate Superintendent/Vice President, Academic Affairs during summer. Values and promotes the mission and vision of the college.

CLASS CHARACTERISTICS

An incumbent in this position, under limited supervision, is responsible for clerical functions andassignments of an instructional department or program or service area and willfunction as an operations office liaison.During evening classes and summer semester, the incumbent will act as academic support campus wide, performing assigned duties on a wider scale with a higher degree of responsibility. Incumbents are expected to perform a variety of duties and responsibilities which are of a sensitive and confidential nature; and performs other related responsibilities as may be assigned. Incumbents are required to make independent decisions concerning appropriate office procedures and may also give guidance to other clerical staff including student workers. Incumbents have a high frequency of responsible contact with students, staff, and/or the public requiring tact and good communication skills.

1. Serves as an informational resource and may serve as first point of contact for students, staff and the public; explains policies and procedures.
2. Organizes and collects data, creates and drafts a variety of written documents and reports; records and transcribes meeting minutes; maintains organizational files, records, website, mailing lists, groups and emails.
3. Serves as a liaison with internal departments, industry and business partners, and external agencies; makes appointments, schedules and coordinates meetings and conferences, campus and community events.
4. During evening and summer maintains campus budget records, coordinates budget requests, verifies funds available and reconciles discrepancies for multiple departments across campus.
5. Advises and supports department budget, requisitions supplies, maintains purchasing and budget records, and provides budge reports as requested.
6. Assists department chair with administrative detail; maintains department chair's calendar.
7. Assists instructors in coordinating a proctor for makeup tests.
8. Assists with department's inventory of instructional supplies and textbook requisition process.
9. Assists with the scheduling of classes, schedule changes, load calculations, and monitors enrollment.
10. Assists with faculty and equipment prioritization processes.
11. Assists faculty in the preparation and review of course materials (course syllabus, quizzes, print requisitions, etc.).
12. Assists the departmental evaluation process of part-time faculty.
13. Assists with the department's annual planning.
14. Ensures proper departmental onboarding of new faculty.
15. Collects part-time faculty availability forms; create, distribute and collect offer letters.
16. Assists with the hiring, scheduling, supervision, and evaluation of student workers.
17. Collects individual faculty schedules including office hours and leave requests.
18. Performs other related duties as assigned.

Knowledge of:

• Office management techniques and organizational skills;
• Written business communications;
• Word/Information processing, spreadsheets, database and software applications and production;
• Records management;
• Purchasing systems or practices and basic accounting principles;
• Correct English usage, spelling, grammar, and punctuation;
• Office methods, procedures, and equipment;
• Receptionist and telephone techniques.

Demonstrated ability to:

• Understand and carry out oral and written directions;
• Establish and maintain office records and files;
• Compose correspondence independently;
• Work independently, organize workload and establish priorities;
• Learn, understand, and interpret and apply state and federal laws, college regulations, policies, guidelines, procedures.;
• Perform clerical work of above average difficulty.
• Keep current with policies and procedures and apply language as necessary.

Education and Experience:

An associate degree in a related subject matter with two years of administrative support experience; or an equivalent combination of education, training, and responsible administrative support experience.

Working Conditions:

• Duties are primarily performed in an office environment, at a desk or at a computer.
• The incumbent will experience interruptions while performing normal duties during the regular workday;
• The incumbent will have contact by telephone, email, and in person with students, faculty, management, staff, the general public, and industry and business partners.

Physical Demands:

• Typically may sit for extended periods of time.
• Regularly lifts, carries and/or moves objects weighing up to 10 pounds.
• Operates a computer.
• Communicates over the telephone, by email, and in person.

Special Qualification:

A sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students and to staff and students with disabilities.

The desired start date is September 2025. This is a full-time, 37-hour, classified, 12-month position.

Work Schedule: Monday - Thursday, 9:15 a.m. - 7:30 p.m., Fridays off

To be considered for this position, the candidate must submit the following application materials by Thursday, August 28, 2025 by 11:59 PST:

• Cover letter;
• A current and complete resume/CV of education and professional experience.

Allan Hancock College provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Allan Hancock College will not sponsor any visa applications.