Administrative Assistant II - Vice President of Student Affairs

Overview

Hawkeye Community College's Division of Student Affairs is seeking a full-time Administrative Assistant II to join their team. If you enjoy working in a fast-paced environment and have excellent attention to detail and communication skills, this may be for you!

The Division of Student Affairs offers a broad range of services to support student success as a college student and beyond. We work collaboratively with faculty, staff, students and the community to support student engagement, diversity and inclusion, and learning and success at Hawkeye Community College. We promote the continuous improvement of the college experience by helping students to connect, collaborate and commit to engage in activities, programs, and opportunities as they achieve their goals.

As the Administrative Assistant II, you are responsible for providing high-level administrative support to the Vice President of Student Affairs, including support for special projects, committees, and division-wide initiatives. Additionally, you will be handling confidential/sensitive information as well as maintaining calendars and fielding incoming office inquiries.

Hawkeye Community College is a comprehensive community college focused on meeting the needs of the community by providing quality, affordable learning experiences for a diverse student body through our Adult Learning Center, Business and Community Education Department as well as through more than 50 career and technical programs and liberal arts transfer programs. Hawkeye Community College’s mission is about empowering students, strengthening businesses and enriching communities with a vision to improve the quality of life in the communities we serve.

Important responsibilities and duties may include, but are not limited to, the following:

• Provides administrative support to the Vice President of Student Affairs.
• Performs administrative duties beyond the primary assignment and may be assigned to various departmental areas as directed by the Vice President of Student Affairs.
• Maintains the Vice President of Student Affairs and division calendars.
• Responsible for scheduling meetings, events, and appointments.
• Fields incoming office inquiries via in-person, telephone, or email.
• Maintains effective and efficient flow of communication and information through calendars, correspondence, memos, messages and office records.
• Organizes college committee meetings by providing the following services: calendar and room scheduling, agenda preparation, taking meeting minutes, and coordinating specific event tasks as assigned by the Vice President of Student Affairs.
• Makes business travel arrangements for staff as needed.
• Assists in reading, researching, and routing correspondence such as drafting letters and documents, collecting and analyzing information, and initiating telecommunications.
• 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.
• Receives, prepares, and submits requisitions into Colleague.
• Fields incoming public and campus requests and routes them to appropriate personnel.
• Maintains confidentiality with sensitive information.
• Participates in campus committees as assigned.
• Coordinates in-services and professional development days for division, as needed.
• 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.

• Associate’s degree and four (4) years of experience as an Administrative Assistant or related field or a combination of education and experience to total six (6) 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…