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Allan Hancock College
  • Position Number: 1368960
  • Location: Santa Maria, CA
  • Position Type: Secretary and Administrative Assistants
Coordinator, Student Services/Administrative Assistant V
Allan Hancock College

Department: Student Services
Category: Professional
Posted: 1/11/2019
Closing Date: 2/22/2019

Allan Hancock College is accepting applications for a full-time, 37-hour per week, 12 month position supporting Student Services and reporting to the Associate Superintendent/Vice President, Student Services. The desired start date is March 2019. The successful candidate must pass a Department of Justice clearance and a pre-employment health and physical before the start date.

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

The starting salary is $4,691 per month (range 31, $4,691 to $5,703 per month on the classified bargaining unit salary schedule).
Benefits include medical, dental, life, vision (employee only), salary protection insurance, and eligibility for PERS retirement.

Allan Hancock College serves more than 20,000 students in northern Santa Barbara County. Located on the central coast and just minutes from spectacular beaches and rolling vineyards, AHC operates three campuses – the main campus in Santa Maria, a state approved center in Lompoc and a center in Solvang. As one of the largest employers in Santa Barbara County, the college is an integral part of the community and enjoys strong support from local leaders and industry.

AHC, a Hispanic-Serving Institution, is proud to serve underrepresented students. The college has twice received recognition from the Aspen institute as one of the top colleges in the country. If you are looking for a position where you can have a direct impact on our students, AHC may be the place for you!

To learn more about Allan Hancock College and the Central Coast, visit our Human Resources page at and click on the Welcome to AHC video.

Allan Hancock College Classified-Professional
Human Resources Range 31


Under supervision of the Associate Superintendent/Vice President, serves as coordinator, secretary, and aide to a key cabinet-level administrator, performing complex clerical and administrative details; assists in the faculty/district contract implementation and the student discipline process; values and promotes the mission and vision of the college.

Under minimal supervision, the incumbent will independently perform work involving judgment in the interpretations and application of policy and procedure and applicable state and federal law. Incumbents are expected to be flexible in completing work assignments rather than following any specific routine and they may be delegated a substantial amount of administrative detail and non-routine work as well as exercise a high degree of independence of action. Incumbents are required to make independent decisions concerning appropriate procedures of the office which may affect the work performance of other positions. They may direct and give guidance to faculty and other clerical staff, including student help.

1. Provides for office management in an administrative division which includes the coordination of certain systems, projects, organizations, and events on campus; may provide backup for other positions in the division.
2. Receives and coordinates the complaint and student discipline processes.
3. Coordinates and assists in monitoring activities of staff to assure timely completion of instructional administrative operations.
4. Develops and presents in-service training for faculty and staff in accordance with state-mandated requirements and changes in district policy and procedures as related to student services.
5. Acts as a liaison with information technology services to develop and revise various computer programs, databases, and reports necessary to support student services.
6. Assists with contract research and contract administration; reviews full-time faculty and part-time faculty/district contract and assists with the development of procedures to implement sections pertaining to the office of student services.
7. Relieves administrator of administrative detail; coordinates travel and conference arrangements; maintains the Vice President's calendar; resolves conflicts,assists coordination of district-wide division activities, programs, catalogs, and reports; makes referrals to appropriate technical staff; schedules meetings and makes arrangements; and sets up meetings (including facilities, equipment, and supplies).
8. Compiles data and prepares reports from research; assists in background research and preparation of board of trustees and cabinet agenda items.
9. Performs a wide variety of secretarial duties for a cabinet-level manager; handles urgent or important business, in person and over the telephone, and chooses among alternative courses of action including routing them to other management personnel; prepares agenda and related materials for meetings; and takes notes for group meetings.
10. Maintains district and categorical budget records, as appropriate; develops and inputs online purchase requests, initiates budget transfers, and processes invoices.
11. Screens incoming correspondence routed to supervisor, refers to appropriate staff member for reply and follows-up to insure that reply deadlines are met; arranges correspondence for the administrator's personal reply in order of priority with appropriate background material attached for reference; composes correspondence on a wide range of subjects requiring a thorough knowledge of the procedures and policies of the manager's division and the college.
12. Coordinates and compiles accreditation data as directed.
13. Works closely with human resources staff on confidential personnel issues, student discipline involving college personnel; and recruitments needed.
14. Maintains materials of a confidential nature consisting of letters, reports, bulletins, memoranda, and recorded materials; may transcribe dictation.
15. May supervise the work of clerical assistants.
16. Performs other related duties as required.

Knowledge of:
District instructional policies and procedures;
Principles and practices of administration, supervision and training;
Applicable section of State Education Code, California Title 5 regulations, and other applicable laws;
Office management techniques and organizational skills;
Written business communications;
Word/Information processing applications and production;
Records management;
Correct English usage, spelling, grammar, and punctuation;
Office methods, procedures, and equipment, including filing systems, receptionist
and telephone techniques.

Demonstrated ability to:
Develop, implement, review, and revise administrative procedures and operations;
Read, interpret, apply, and explain rules, regulations, policies and procedures;
Meet schedules and timelines;
Understand and carry out oral and written directions;
Work independently, organize workload and establish priorities;
Learn and interpret specific rules, laws, and policies and apply them with good judgement in a variety of procedural situations;
Operate a word processor and computer with accuracy and speed;
Perform secretarial work of above average difficulty;
Type at a rate of 60 wpm from clear, legible copy;
Maintain office records and prepare reports;
Compose correspondence independently.

Education and Experience:
A bachelor's degree in a related area of business, administration, and five years of increasingly responsibility in an instructional office OR any equivalent combination of training and experience.

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, by email or on the telephone, with executive, management, supervisory, academic, and classified staff and the general public.
Work may require travel to other offices or locations to attend meetings or conduct work.

Physical Demands:
Typically may sit for extended periods of time.
Operates a computer.
Communicates over the telephone, by email, and in person.
Regularly lifts, carries, and/or moves objects weighing up to 10 pounds.

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.

R 05/17
R 06/16

A committee will give priority review of application materials submitted by Friday, February 1, 2019. This position is open until filled. Meeting minimum qualifications does not insure the candidate an interview. Therefore, it is important that the application be thorough and detailed. Applicants will be assessed on the breadth and depth of education, training, experience, skills, knowledge, and abilities. A limited number of applicants will be invited for an interview at the college at their own expense. Interviewed candidates may be asked to complete written and job-related exercises. The district reserves the right to extend time limits, reinitiate or withdraw the recruitment-selection process at any point. Final candidates may be required to pass a pre-employment drug screening.

To be considered as a candidate for this position, please submit the following application materials to the college human resources office by 3:00 p.m., Friday, February 1, 2019:
Signed district application for classified positions
Transcripts (Copies are acceptable for the application process). Official transcripts are required if hired.
A current and complete resume of education and professional experience

APPLICATION: For application materials please visit our Web site at or contact:

Human Resources, Building B
Allan Hancock College
800 South College Drive
Santa Maria, CA 93454-6399
(805) 922-6966, extension 3338
(805) 922-9196, FAX

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