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Administrative Assistant I - Adult Learning Center

Hawkeye Community College

Job Description


Full Job Description


Are you passionate about making an impact and empowering others with life changing opportunities? Is it your time to be the difference? If so, Hawkeye Community College has a great opportunity for you!

The Adult Learning Center serves adult students who are earning their high school equivalency diploma, learning the English language, or receiving other training. Students are empowered to get the education and skills they need to thrive at work, school, home, and in their community. The Administrative Assistant makes a real-life impact as they support the Director, administrators, instructors, staff, and students.

This position performs a variety of administrative support services for special projects, committees, functions and activities. This position delivers excellent customer service, maintains customer confidence and protects operational integrity by keeping information confidential. This position is responsible for performing transactional functions such as requisition approval, office scheduling, and attending to office phone, email and walk-in traffic.

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 Colleges 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:

  • Maintains office calendars, coordinates scheduling of classes, meetings, and activities.

  • Monitors and updates electronic door scheduling and badge system for the building.

  • Performs data entry tasks.

  • Ensures operation of office equipment by completing preventive maintenance requirements; following manufacturers instructions; troubleshooting malfunctions; arranging for repairs; maintaining equipment inventories; evaluating new equipment and techniques.

  • Welcomes guests and customers by greeting them in person or on the telephone and by answering or directing inquiries.

  • Provides services for incoming inquiries and, if necessary, routes these to the appropriate personnel.

  • Prepares reports by collecting and analyzing information.

  • Prepares requisitions and routes for processing and approval.

  • Creates and maintains paper and electronic databases and records.

  • Performs general administrative and clerical support.

  • Creates invoices, work tickets, memos, vouchers, requisitions, and purchase orders.

  • Proofreads electronic and printed materials.

  • Maintains outgoing and incoming mail. Manages materials and supplies to include inventory orders.

  • Assists staff in the creation and maintenance of program recruiting flyers and brochures.

  • Collaborates with various campus offices and departments regarding institutional needs.

  • Participates in campus committees as assigned.

  • Performs other duties as assigned.

  • Unless otherwise approved under Hawkeyes remote work policy, regular on campus and/or onsite attendance is considered an essential function of the position.

Minimum Qualifications

  • Associate degree and two (2) years of experience in a related field or a combination of education and experience to total four (4) years.

  • Knowledge of financial rules, regulations, and procedures.

  • Demonstrated ability to handle confidential/sensitive information with discretion.

  • 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

  • Administrative Assistant experience in an educational setting.

  • Highly developed Google Sheet or Excel spreadsheet skills.

  • Bilingual.


Working Conditions

Anticipated work schedule is Monday through Friday 8:00AM to 4:30PM or 7:30AM to 4:00PM.

Work is performed either in or a combination of an office setting, 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, staff and the public in person, by telephone and/or computers.


Employment Status

Full-time, hourly 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; and a choice of retirement programs—IPERS (defined benefit) or TIAA (defined contribution).


Application Procedure

  • Complete an online application at www.hawkeyecollege.edu/employment

  • Submit/upload a cover letter addressing the following:

  • Please share your experience using various computer applications and student databases. Include experience with Google Applications and/or the Microsoft Suite.

  • Please share your experience with individuals with diverse backgrounds and identities. Include any experience with adult learners.

  • Submit/upload a resume.

  • Submit/upload 3 professional references with a minimum of 1 being from a current/past supervisor.

  • All required documents must be submitted in order for your application to move forward.

  • Priority screening is set to begin on Monday, June 5, 2023. Completed applications, along with the required materials, received after the priority screening date will be considered at the discretion of the college.



All application materials must be submitted by Sunday, June 4, 2023 by 11:59 PM CST.

Hawkeye Community College is an equal opportunity and affirmative action employer, committed to equity and diversity in its educational services and employment practices: 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.

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