Administrative Assistant III - Student Services at Allan Hancock College
About the Employer
OUR MISSION Allan Hancock College fosters an educational culture that values equity and diversity and engages students in an inclusive learning environment. We offer pathways that encourage our student population to achieve personal, career, and academic goals through coursework leading to skills building, certificates, associate degrees, and transfer. VISION STATEMENT Allan Hancock College makes the following commitments to our students, our community and each other: We will change the odds for students by continuing to provide quality instruction while improving time to completion. We will work to build inclusive communities that promote trust and social justice. Allan Hancock College is committed to equity and diversity by ensuring our actions are based on an awareness of the social and historical context of inclusionary practices. We will work to address student financial challenges, including food and housing insecurities. We will prepare our students emotionally, physically, and intellectually to pursue fulfilling careers that foster economic mobility. We will provide an educational culture that values, nurtures, connects, and engages students. We will provide opportunities that enhance student learning and promote the creative, intellectual, cultural, and economic vitality of our diverse community. We will partner with the community to offer relevant and timely programs and services. We will ensure a positive community presence by responding to community needs, including outreach to nontraditional students. We will strive to ensure fiscal integrity and responsible management of resources. SHARED VALUES Student Success Equity Academic Freedom Diversity Innovation Mutual Respect Inclusivity Collaboration Lifelong Learning Excellence Shared Governance We at Allan Hancock College express our values in all that we do. Our commitment is to find innovative ways to enhance student achievement and to always put students first. We operate in a culture of mutual respect and lifelong learning, developing relationships among students and employees to enrich our collective appreciation for diverse ideas, thoughts, and experiences. Our culture is supported by a philosophy that shared governance and academic freedom are primary vehicles in promoting excellence in all teaching, learning, and services through open and honest communication. EQUAL ACCESS TO ALL Nondiscrimination Statement: The Allan Hancock Joint Community College Dist
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Administrative Assistant III - Student Services
Allan Hancock College serves more than 20,000 students in northern Santa Barbara County. Located on the central coast and just minutes from spectacular beaches and rolling vineyards, AHC operates three campuses - the main campus in Santa Maria, a state approved center in Lompoc and a center in Santa Ynez. As one of the largest employers in Santa Barbara County, the college is an integral part of the community and enjoys strong support from local leaders and industry.
AHC, a Hispanic-Serving Institution, is proud to serve underrepresented students. The college has twice received recognition from the Aspen institute as one of the top colleges in the country. If you are looking for a position where you can have a direct impact on our students, AHC may be the place for you!
To learn more about Allan Hancock College and the Central Coast, visit our Human Resources page at https://www.hancockcollege.edu/a> and click on the Welcome to AHC video.
We are searching for an experienced Administrative Assistant III - Student Services at our Santa Maria Campus facility.
Primary Duties and Responsibilities:
Allan Hancock College Classified-Clerical
Human Resources Range 25
ADMINISTRATIVE ASSISTANT III (STUDENT SERVICES)
DEFINITION:
Under supervision of the dean, the incumbent performs a variety of responsible and comprehensive secretarial and clerical work in support of departmental functions and programs. The incumbent shall value and promote the mission and vision of the college.
CLASS CHARACTERISTICS:
The incumbent, under minimal supervision, is responsible for secretarial functions and professional work in the support of the dean and the disciplines and departments within the area the dean supervises, operating as an office manager. Incumbents are required to make independent decisions concerning appropriate procedures of the office which may affect the work performance of other positions. They may also give guidance to other clerical staff, including student help. Incumbents have a high frequency of responsible contact with students, staff, and/or the public requiring tact and good communication skills.
ESSENTIAL FUNCTIONS:
Explains policies, procedures, and precedence to students, faculty, staff, and the public.
Compiles and prepares spreadsheets and reports.
Creates and drafts a variety of written documents and reports; maintains organizational files (including electronic files), records, website, mailing lists, groups and emails.
Prepares documentation for independent contractors and independent projects.
Audits assignment hours, FTE values, verifies loads, and selects proper budget code for matrices.
Assists students, faculty, staff, and the public; assists other areas on campus 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.
Processes and distributes mail and materials.
Schedules appointments and meetings; maintains appointment calendar and itinerary; prepares travel arrangements and documentation; assists with employee reimbursements.
Coordinates and compiles division financial information; maintains divisional budget records and coordinates budget requests and augmentations..
Processes, monitors, and reconciles financial expenditures, budget requests, and purchase orders; assists with budget augmentations; and actively seeks to control expenses.
Coordinates, monitors, and tracks full-time faculty evaluations including scheduling meetings and may process documentation part-time faculty and classified evaluations.
Supports the program review process, including scanning surveys, completing documentation, scheduling meetings, and tracking for completeness.
Coordinates and processes student prerequisite, college now and excessive course attempts appeals.
Supports council and/or committee meetings as necessary; prepares agendas, takes notes, and posts online.
Supports categorical and grant funded programs; attends meetings; reviews timesheets; assists with budgets, reporting process, and deadlines.
Prepares personnel action requests (PAR/NE), employment authorizations, assists with processing of department volunteers, equivalency requests, and requests to hire a student worker; may arrange for office coverage
Performs other related duties as assigned.
Closing Date:
Thursday, June 10, 2021 at end of business day, 5:00 p.m.
Desired start date is July 2021. This is a full-time, 37 hours per week, 12-month position.
*Bilingual (English/Spanish) preferred
Work Schedule:
Monday, 9:30 a.m. - 6:00 p.m., Tuesday, Wednesday, Thursday, 8:00 a.m. - 4:30 p.m. and Friday, 8:00 a.m. - 4:00 p.m.
Salary and Benefits
The starting salary is $3,950 per month (range 25, $3,950 to $4,802 per month on the classified bargaining unit salary schedule).
Benefits include medical, dental, life, vision, salary protection insurance, and eligibility for PERS retirement.
Application Procedure
Application Procedure: To be considered for this position, please submit the following application materials:
Resume
Cover letter
Transcripts
Screening Process
A committee will screen all applications. Meeting minimum qualifications does not assure the candidate an interview. Therefore, it is important that the application be thorough and detailed. Applicants will be assessed on the breadth and depth of education, training, experience, skills, knowledge, and abilities. A limited number of applicants will be invited for an interview.
Required Qualifications:
MINIMUM QUALIFICATIONS:
Knowledge of:
Office management techniques and organizational skills;
Budget management techniques, including ; budget tracking, reporting, and purchasing systems;
Faculty and student information systems;
Written business communications;
Records management;
Correct English usage, spelling, grammar, and punctuation;
Office methods, procedures, and equipment;
Receptionist and telephone techniques.
Demonstrates Ability to:
Understand and carry out oral and written directions;
Work independently, organize workload and establish priorities;
Learn and interpret specific rules, laws, and policies 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;
Learn, understand, interpret, and apply state and federal laws; college regulations
policies, guidelines and procedures;
Keep current with collective bargaining agreement changes and apply language as
necessary.
Education and Experience:
An associate of science degree in a related subject matter and three years of increasingly responsible secretarial experience OR an equivalent combination of education, training and responsible experience as an administrative assistant.
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, in person, via email, or on the telephone, with faculty, management, staff and the general public.
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.
R 7/17
R 07/16
Updated 9/11
7/90
Classified
Monthly
$ 3,950.00 - 4,802.00
Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.
To apply, visit https://apptrkr.com/2283821
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