Administrative Assistant III - Academic Affairs

DEFINITION:

Under supervision of the appropriate administrator, the incumbent performs a variety of comprehensive adminisrative 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 and t 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. Assist and explains policies, procedures, and precedence to students, faculty, staff, and the public.
2. Works with academic administrators to compile information for class schedule building, instructional load; which may include preparation of part-time faculty offers of employment, monitoring and evaluating faculty schedules, load, and payment in accordance with district policies.
3. Coordinates, collects, monitors, and reconciles data such as load factors, attrition ratios, enrollment, and budget expenditures; compiles and prepares spreadsheets and reports.
4. Audits assignment hours, FTE values, verifies loads, and verifies proper budget code for matrices.
5. 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.
6. 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.
7. Prepares documentation for independent contractors and independent projects.
8. Processes and distributes mail and materials and prepares documentation for contracts with outside agencies.
9. Process individual faculty schedules including office hours, leave requests, and professional development plans.
10. Assists with collection of census rosters, grades, and student rosters; tracks class size and monitors for class cancellation.
11. Schedules appointments and meetings; maintains appointment calendar and reserves facilities, equipment, services, and supplies for meetings and other events as needed to provide meeting support.
12. Prepares travel arrangements and documentation; assists, completes, and processes employee reimbursements.
13. Assist and compiles program/department financial information; maintains program/department budget records and coordinates budget requests, purchase requisitions, applications for payment, change orders, and augmentations.
14. Monitors categorical and grant funded programs; may assist with budgets, reporting processes, and deadlines.
15. Coordinates, monitors, and tracks full-time faculty evaluations including scheduling meetings and processing all documentation; administers timelines; and monitors and may processes documentation for part-time faculty and classified evaluations.
16. Supports the program review process, including scanning surveys, routing documentation, scheduling meetings, and tracking for completeness.
17. Monitors, collects, and verifies positive attendance records, and maintains for audit and accreditation.
18. Supports council and/or committee meetings as necessary; prepares agendas, takes notes, and posts online.
19. Prepares personnel action requests (PAR/NE), hiring forms, employment authorizations, assists with processing of department volunteers, equivalency requests, and requests to hire a student worker; may arrange for office coverage.
20. Maintains and updates office procedural manual.
21. Performs other related duties as assigned.

Knowledge of:

• Office management and organizational skills;
• Budget management including budget tracking, reporting, and purchasing systems;
• Microsoft Office and other software applications, modern office practices, procedures, and equipment.
• Faculty and student information systems;
• Written business communications;
• Records management;
• Correct English usage, spelling, grammar, and punctuation;
• Receptionist and telephone techniques.

Demonstrates Ability to:

• Understand and carry out oral and written directions;
• Work independently, organize workload and establish priorities;
• Learn, understand, interpret, and apply federal and state laws, college regulations, policies, guidelines, and procedures and apply them with good judgment in a variety of procedural situations;
• Operate a computer with accuracy and speed;
• Establish and maintain office records and files;
• Compose correspondence independently;

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 February 2026. This is a full-time, 37-hour, classified, 12-month position.

Work Schedule: Monday - Friday, 8:00 a.m. - 4:30 p.m.

To be considered for this position, the candidate must submit the following application materials by Sunday, January 18, 2026 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.