Administrative Assistant II - Workforce Training & Community Development

Administrative Assistant II - Workforce Training & Community Development

Job Summary 

Do you enjoy administratively supporting a team? Are you passionate about making an impact and empowering others with life changing opportunities? If so, Hawkeye Community College has a great opportunity for you!

Our Workforce Training and Community Development department is searching for a full-time Administrative Assistant II to join their team. The Workforce Training and Community Development department focuses on helping students reach their fullest potential. Specifically, as the Administrative Assistant II you are responsible for providing administrative support to our Workforce Training and Community Development Department and support students on an as needed basis.  This includes, but is not limited to: accurate information sharing, scheduling meetings, events and appointments as well as ensuring timely and accurate communication is being provided. 

This position is located in the Tech Works building in Waterloo, IA and is an integral part of our team. Leadership understands the importance of training, professional development and continual support within each individuals' role which allows for opportunity to work within a positive and fun team environment while making a difference within the community.

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. 

Essential Job Functions  

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

• Supports the administrative functions related to grants, including preparing documentation, tracking deadlines, assisting with compliance reporting, and maintaining accurate records.
• Collaborates with team members to ensure timely submission and proper management of grant applications, quarterly progress reports (QPR), and internal reporting requirements.
• Schedules meetings, events, and appointments. 
• Fields incoming office inquiries via internal systems, in-person, telephone, or email.
• Maintains effective and efficient communication and information flow through calendars, correspondence, memos, messages and office records. 
• Serves and facilitates college committee meetings, by providing the following services: calendar and room scheduling, agenda preparation, taking meeting minutes, and organizes specific event tasks as assigned by the Director. 
• Makes business travel arrangements for staff as needed.
• Coordinates social gatherings for department, as needed. 
• Assists the Director 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 student requests and route to appropriate personnel. 
• Safeguards all college, student, client and employee information by adhering to confidentiality protocols especially sensitive or Personal Identifiable Information (PII).
• Assists with student registration through Lumens.
• Participates in campus committees as assigned. 
• Updates the department directory and distribution lists.
• Prepares, formats, displays maintains and updates classroom schedules.
• Collaborates with business partners, clients, and internal industry teams to provide support, communicate needs, and contribute to the successful execution of projects and tasks.
• Prepares documentation for class offerings.
• Maintain a valid Notary Public commission and provide notarial services as required.
• 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.

Minimum Qualifications

• 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 correspondence. 
• Demonstrated ability to understand and follow complex oral and written directions. 
• Demonstrated ability to work with a culturally diverse student population, faculty, staff, and the general public.
• Ability to demonstrate strong interpersonal communication.
• Skilled in Microsoft Office Suite, Google applications, and video conferencing technology. 
• Demonstrated ability to execute organization and department policies and procedures.
• Knowledge of general office equipment, procedure and protocols.
• Demonstrated ability to demonstrate effective organizational skills to manage multiple and shifting tasks/demands to meet timely deadlines.

Preferred Qualifications

• Bachelor’s degree
• Community College work experience

Working Conditions

Anticipated schedule is Monday – Friday from 8:00 am – 4:30 pm with occasional weekend or evening hours due to department events or classes being held.

Work is performed either in or a combination of an office and/or classroom setting using technology.  Requires good hand-eye coordination including visual acuity to use a keyboard and read technical information; arm, hand and finger dexterity, including ability to grasp.  Sit, stand, bend, lift and move frequently during working hours. During course of day, interact with students, faculty and staff in person, by telephone and computers.

Employment Status 

Full-time, non-exempt and grant funded position with comprehensive or competitive benefits program including health, dental, vision, life, and LTD insurance, a Section 125 plan for medical and dependent care expenses; holiday, personal, sick, and vacation leave; tuition reimbursement / tuition remission; and a choice of retirement programs—IPERS (defined benefit) or TIAA (defined contribution).

• Wages are determined based on education and experience. 
• The wage range for this position begins at $18.05/hr. ($37,540 annually). 
• This is a specially funded grant position with continuous renewal of grant funding anticipated.

Application Procedure

• Complete an online application at www.hawkeyecollege.edu/employment 
  • Submit/upload a cover letter addressing the following: 
    • Explain your working knowledge and experience of computer software, including but not limited to Microsoft Office and Google Suite.  Additionally, share how you have used the various software including the type of projects or documents.
    • Describe how you prioritize various administrative tasks that need to be completed with competing deadlines.
    • Share what applicable job skills you would bring to our administrative role.
  • Submit/upload a resume. 
  • Submit/upload 3 professional references with a minimum of 1 being from a current/past supervisor. 
• Application deadline: Sunday, January 12, 2025. 
• Priority screening begins:  Monday, January 13, 2025. Completed applications, along with the required materials, received after the priority screening date will be considered at the discretion of the college. 

Hawkeye Community College is an equal opportunity and affirmative action employer, committed to equity and diversity in its educational services and employment practices: https://www.hawkeyecollege.edu/about/diversity-inclusion/equal-opportunity. The College does not discriminate on the basis of sex; race; age; color; creed; national origin; religion; disability; sexual orientation; gender identity; genetic information; or actual or potential parental, family, or marital status in its programs, activities, or employment practices. Veteran status is also included to the extent covered by law. Any person alleging a violation of equity regulations shall have the right to file a formal complaint. Inquiries concerning application of this statement should be addressed to: Equity Coordinator and Title IX Coordinator for employees, 319-296-4405; or Title IX Coordinator for students, 319-296-4448; Hawkeye Community College, 1501 East Orange Road, P.O. Box 8015, Waterloo, Iowa 50704-8015; or email equity-titleIX@hawkeyecollege.edu, or the Director of the Office for Civil Rights, U.S. Department of Education, Citigroup Center, 500 W. Madison, Suite 1475, Chicago, IL 60661, phone number 312-730-1560, fax 312-730-1576, email: OCR.Chicago@ed.gov. 

If any applicant is in need of a reasonable accommodation in completing the application process, please notify a member of Human Resource Services.