Administrative Assistant II - Academic Affairs

DEFINITION 

Under general supervision of the appropriate dean, academic affairs, performs a variety of responsible and comprehensive administrative and clerical work in support of departmental functions. Values and promotes the mission and vision of the college.  

CLASS CHARACTERISTICS 

An incumbent, under limited supervision, in this position is responsible for administrative and clerical functions and assignments of an instructional department or program or service area and will function as an operations office liaison.  Incumbents are expected to perform a variety of duties and responsibilities which are of a sensitive and confidential nature; and performs other related responsibilities as may be assigned.  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, faculty, and the public; explains policies and procedures.  

2. Organizes 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 department budget, requisitions for supplies, maintains purchasing and budget records, and provides budget reports as requested.  

5. Assists department chair with administrative detail; maintains department chair’s calendar.  

6. Assists instructors in organizing a proctor for makeup tests. 

7. Assist with department’s 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. Assists the departmental evaluation process of part-time faculty. 

12. Assists with the department’s annual planning. 

13. Ensures proper departmental onboarding of new faculty. 

14. Collects part-time faculty availability forms; create, distribute and collect offer letters. 

15. Assists with the hiring, scheduling, oversight, and evaluation of student workers. 

16. Collects individual faculty schedules including office hours and leave requests. 

17. Performs other related duties as assigned.   

Knowledge of: 

• Office management techniques and organizational skills; 
• Written business communications; 
• Microsoft Office and other software and hardware applications; 
• Records management; 
• Purchasing systems or practices and basic accounting principles; 
• Correct English usage, spelling, grammar, and punctuation; 
• Modern office methods, procedures, and equipment. 
• Receptionist and telephone techniques. 

Demonstrated ability to:   

• Understand and carry out oral and written directions; 
• Work independently, organize workload and establish priorities; 
• Learn, understand, interpret, and apply state and federal laws, college regulations, policies, guidelines, and procedures; 
• Perform clerical work of above average difficulty; 
• Establish and maintain office records and files; 
• Compose correspondence independently; 
• Keep current with policies and procedures 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 by telephone, email, and in person with students, faculty, management, staff, the general public, and industry and business partners. 

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 and types on a keyboard. 
• 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 with two years of administrative support and clerical experience; OR an equivalent combination of education, training, and responsible administrative support experience. 

The desired start date is September 2026.  This is a full-time, 37-hour, classified, 10-month position. 
 
Work Schedule: Monday - 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 through our website by Tuesday, August 11, 2026 by 11:59 PST:

• Cover letter;
• A current and complete resume/CV of education and professional experience;

Incomplete applications will not be reviewed by the hiring committee.
 
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.