Administrative Assistant III Student Services

DEFINITION:

Under supervision of the appropriate student services administrator, the incumbent performs a variety of comprehensive administrative 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:

Theincumbent, under minimal supervision, is responsible for clerical functions and professional work in the support of the dean and thedisciplines and departments within the area the dean supervises,operating as an office liaison.Incumbents are required to make independent decisions concerning appropriate procedures of the office which may affect the work performance of other positions andthey 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. Assists and explains policies, procedures, and precedence to students, faculty, staff, and the public.
2. Compiles and prepares spreadsheets and reports.
3. 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.
4. Prepares documentation for independent contractors and independent projects.
5. Audits assignment hours, FTE values, verifies loads, and verifies proper budget code for matrices.
6. 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.
7. Processes and distributes mail and materials.
8. Schedules appointments and meetings; maintains appointment calendar and itinerary; reserve facilities, equipment, services, and supplies for meetings and other events as neededfor meeting support.
9. Prepares travel arrangements and documentation; assists with employee reimbursements.
10. Assists and compiles program/departmental financial information; maintains program/departmental budget records and coordinates budget requests, purchase requisitions, application for payment, change orders, and augmentations.
11. Coordinates, monitors, and tracks full-time faculty evaluations including scheduling meetings and may process documentation part-time faculty and classified evaluations.
12. Supports the program review process, including scanning surveys, completing documentation, scheduling meetings, and tracking for completeness.
13. Coordinates and processes student prerequisite, college now and excessive course attempts appeals.
14. Supports council and/or committee meetings as necessary; prepares agendas, takes notes, and posts online.
15. Supports categorical and grant funded programs; attends meetings; reviews timesheets; assists with budgets, reporting process, and deadlines.
16. 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
17. Performs other related duties as assigned.

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;
• Microsoft Office and other software and hardware applications, modern office practices, 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
• 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 and apply them with good judgement in a variety of procedural situations;
• Keep current with collective bargaining agreement changes and apply language as necessary.

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.

Education and Experience:

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.

The desired start date is January 2026. This is a full-time, 37-hour, classified, 12-month position.

Work Schedule: Monday 9:30 a.m. - 6:00 p.m., Tuesday - Thursday 8:00 a.m. - 4:30 p.m. and Friday, 8:00 a.m. - 4:00 p.m.

To be considered for this position, the candidate must submit the following application materials by Sunday, November 30, 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.