Allan Hancock College
Allan Hancock CollegeClassified-Clerical
ADMINISTRATIVE ASSISTANT II (ACADEMIC AFFAIRS)
Under supervision of the Dean, Academic Affairs, performs a variety of responsible and comprehensive secretarial and clerical work to in support of departmental functions. Values and promotes the mission and vision of the college.
An incumbent, under limited supervision, in this position is responsible for secretarial and clerical functions and assignments of an instructional department or program or service area and will function as an operations office manager. Incumbents are expected to be flexible in completing work assignments and may be delegated a substantial amount of administrative detail. 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. Coordinates 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. Advises and supports development of department budget, requisitions supplies, maintains purchasing and budget records, and keeps appropriate personnel advised as to status of the budget(s).
5. Assists department chair with administrative detail; maintains department chairs calendar.
6. Assists instructors in coordinating a proctor for makeup tests.
7. Coordinates departments inventory of instructional supplies and textbook requisition process.
8. Assists with the scheduling of classes, schedule changes, load calculations, and monitors enrollment.
9. Assists with faculty and equipment prioritization processes.
10. Assists faculty in the preparation and review of course materials (course syllabus, quizzes, print requisitions, etc.).
11. Coordinates the departmental evaluation process of part-time faculty.
12. Assists with the departments annual planning.
13. Ensures proper departmental onboarding of new faculty.
14. Collects part-time faculty availability forms; create, distribute and collect offer letters.
15. Coordinates the hiring, scheduling, supervision, and evaluation of student workers.
16. Performs other related duties as assigned.
Office management techniques and organizational skills;
Written business communications;
Word/Information processing, spreadsheets, database and software applications and production;
Purchasing systems or practices and basic accounting principles;
Correct English usage, spelling, grammar, and punctuation;
Office methods, procedures, and computer/office equipment, including filing systems, and telephone techniques.
Demonstrated 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 in a variety of procedural situations;
Perform clerical work of above average difficulty;
Establish and maintain office records and files;
Compose correspondence independently;
Education and Experience:
An associate of science degree in office administration or office systems technology or related subject matter with one year of clerical and secretarial experience; or the completion of the 12th grade and two years of increasingly responsible clerical and secretarial experience OR an equivalent combination of training and experience.
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.
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.
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.