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Allan Hancock College · 2 weeks ago

Administrative Assistant III - Academic Affairs

Santa Maria, CA

Full-time

Onsite

Mid Level

$56K/yr - $71K/yr

3+ years exp

Allan Hancock College is an educational institution seeking an Administrative Assistant III for Academic Affairs. The role involves providing comprehensive administrative and clerical support to departmental functions, working closely with academic administrators, and ensuring effective communication with students and staff.

EducationHigher EducationUniversities

No H1B

Responsibilities

Assist and explains policies, procedures, and precedence to students, faculty, staff, and the public

Works with academic administrators to compile information for class schedule building, instructional load; which may include preparation of part-time faculty offers of employment, monitoring and evaluating faculty schedules, load, and payment in accordance with district policies

Coordinates, collects, monitors, and reconciles data such as load factors, attrition ratios, enrollment, and budget expenditures; compiles and prepares spreadsheets and reports

Audits assignment hours, FTE values, verifies loads, and verifies proper budget code for matrices

Assists campus contacts in obtaining data and information relative to the organizational unit, answers telephone, relays messages, transfers calls, serves as liaison with external agencies, resolves routine complaints

Creates and drafts a variety of written and electronic documents and reports; maintains organizational files (including electronic files), records, website, mailing lists, groups, and emails

Prepares documentation for independent contractors and independent projects

Processes and distributes mail and materials and prepares documentation for contracts with outside agencies

Process individual faculty schedules including office hours, leave requests, and professional development plans

Assists with collection of census rosters, grades, and student rosters; tracks class size and monitors for class cancellation

Schedules appointments and meetings; maintains appointment calendar and reserves facilities, equipment, services, and supplies for meetings and other events as needed to provide meeting support

Prepares travel arrangements and documentation; assists, completes, and processes employee reimbursements

Assist and compiles program/department financial information; maintains program/department budget records and coordinates budget requests, purchase requisitions, applications for payment, change orders, and augmentations

Monitors categorical and grant funded programs; may assist with budgets, reporting processes, and deadlines

Coordinates, monitors, and tracks full-time faculty evaluations including scheduling meetings and processing all documentation; administers timelines; and monitors and may processes documentation for part-time faculty and classified evaluations

Supports the program review process, including scanning surveys, routing documentation, scheduling meetings, and tracking for completeness

Monitors, collects, and verifies positive attendance records, and maintains for audit and accreditation

Supports council and/or committee meetings as necessary; prepares agendas, takes notes, and posts online

Prepares personnel action requests (PAR/NE), hiring forms, employment authorizations, assists with processing of department volunteers, equivalency requests, and requests to hire a student worker; may arrange for office coverage

Maintains and updates office procedural manual

Performs other related duties as assigned

Qualification

Budget managementMicrosoft OfficeRecords managementOffice managementWritten business communicationsTelephone techniquesUnderstanding diverse backgroundsOrganizational skills

Required

An associate degree in a related subject matter and three years of increasingly responsible administrative support and clerical experience OR an equivalent combination of education, training and responsible experience as an administrative assistant

Office management and organizational skills

Budget management including budget tracking, reporting, and purchasing systems

Microsoft Office and other software applications, modern office practices, procedures, and equipment

Faculty and student information systems

Written business communications

Records management

Correct English usage, spelling, grammar, and punctuation

Receptionist and telephone techniques

Understand and carry out oral and written directions

Work independently, organize workload and establish priorities

Learn, understand, interpret, and apply federal and state laws, college regulations, policies, guidelines, and procedures and apply them with good judgment in a variety of procedural situations

Operate a computer with accuracy and speed

Establish and maintain office records and files

Compose correspondence independently

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