Administrative Assistant III, Academic Affairs

Allan Hancock College•Santa Maria, CA

6d•Onsite

About The Position

Under supervision of the appropriate administrator, the Administrative Assistant III performs comprehensive administrative and clerical work supporting departmental functions and programs. The role supports the dean and the disciplines and departments within the dean’s area, operating as an office liaison. With minimal supervision, the incumbent handles clerical and professional support work, makes independent decisions about office procedures that may affect other positions, and may guide other clerical staff, including student workers. The role involves frequent responsible contact with students, staff, and the public, requiring tact and good communication skills. The position supports Academic Affairs and promotes the college’s mission and vision. Duties include supporting class scheduling and instructional-load processes; compiling, auditing, reconciling, and reporting academic and budget data; maintaining records and office systems; coordinating faculty schedules and evaluations; supporting student roster, attendance, and program-review processes; arranging meetings and travel; assisting with budget, purchasing, reimbursement, contract, hiring, and personnel documentation; and providing general administrative support to the department. The position is full-time, classified, and 12-month, with a 37-hour workweek. The desired start date is December 2026. Work is primarily in an office environment, at a desk or computer, with interruptions during the workday and contact with faculty, management, staff, and the public in person, by email, and by telephone. The schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m.

Requirements

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.
Knowledge of office management and organizational skills.
Knowledge of budget management, including budget tracking, reporting, and purchasing systems.
Knowledge of Microsoft Office, other software applications, and modern office practices, procedures, and equipment.
Knowledge of faculty and student information systems.
Knowledge of written business communications and records management.
Knowledge of correct English usage, spelling, grammar, and punctuation, and receptionist and telephone techniques.
Ability to understand and carry out oral and written directions.
Ability to work independently, organize workload, and establish priorities.
Ability to learn, understand, interpret, and apply federal and state laws, college regulations, policies, guidelines, and procedures with good judgment.
Ability to operate a computer accurately and quickly; establish and maintain office records and files; and compose correspondence independently.
Sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students, including staff and students with disabilities.

Responsibilities

Assist students, faculty, staff, and the public by explaining policies, procedures, and precedents.
Work with academic administrators to compile information for class schedule building and instructional loads, including preparing part-time faculty employment offers and monitoring faculty schedules, loads, and payment in accordance with district policies.
Coordinate, collect, monitor, and reconcile data such as load factors, attrition ratios, enrollment, and budget expenditures; prepare spreadsheets and reports.
Audit assignment hours and FTE values, verify loads, and confirm budget codes for matrices.
Assist campus contacts in obtaining organizational-unit data and information; answer and transfer telephone calls, relay messages, serve as liaison with external agencies, and resolve routine complaints.
Create and draft written and electronic documents and reports; maintain organizational and electronic files, records, website, mailing lists, groups, and emails.
Prepare documentation for independent contractors and projects; process and distribute mail and materials; prepare documentation for contracts with outside agencies.
Process individual faculty schedules, including office hours, leave requests, and professional development plans.
Assist with collection of census rosters, grades, and student rosters; track class size and monitor for class cancellation.
Schedule appointments and meetings; maintain the appointment calendar; reserve facilities, equipment, services, and supplies; and provide meeting support.
Prepare travel arrangements and documentation and assist with, complete, and process employee reimbursements.
Compile program and department financial information; maintain budget records; coordinate budget requests, purchase requisitions, payment applications, change orders, and augmentations.
Monitor categorical and grant-funded programs and may assist with budgets, reporting processes, and deadlines.
Coordinate, monitor, and track full-time faculty evaluations, including scheduling meetings, processing documentation, and administering timelines; monitor and may process documentation for part-time faculty and classified evaluations.
Support the program review process, including scanning surveys, routing documentation, scheduling meetings, and tracking completeness.
Monitor, collect, and verify positive attendance records and maintain them for audit and accreditation.
Support council and committee meetings; prepare agendas, take notes, and post materials online.
Prepare personnel action requests, hiring forms, and employment authorizations; assist with processing department volunteers, equivalency requests, and student-worker hiring requests; and arrange office coverage as needed.
Maintain and update the office procedural manual.
Perform other related duties as assigned.