Program & Community Education Coordinator

Allan Hancock College; Santa Maria (CA); On-site; USD 45,000 - 60,000; Full time

Job summary

Allan Hancock College seeks a capable administrative assistant to provide secretarial support to the assigned program(s). The role includes handling payroll documentation, registrations, and records, ensuring compliance with district and external agencies, and maintaining program data.

The position demands strong organizational and communication skills, independence, and the ability to manage budgets, schedules, and course-related materials while supporting faculty and staff.

Qualifications

• Office management techniques and organization skills.
• Written business communications.
• Word/information processing applications and production.
• Records management.
• Correct English usage, spelling, grammar, and punctuation.
• Receptionist and telephone techniques for multi-line phone system.
• Intermediate/Advanced skills; Microsoft Excel, Word, Outlook, Access and Publisher.
• Strong public relation/communication skills.
• Work independently, organize workload, and establish priorities.
• Learn and interpret specific rules, laws, and policies and apply them with good judgment in a variety of procedural situations.
• Operate computer with accuracy and speed.
• Secretarial work of above average difficulty.
• Establish and maintain office records and files.
• Compose correspondence independently.

Responsibilities

• Serve as first contact for students, staff and the public.
• Interpret state rules for prospective students and monitor compliance.
• Assist supervising administrator with administrative detail.
• Process payroll documentation and routes notices of assignment.
• Prepare employment authorizations and notices; generate personnel action requests.
• Coordinate graduation ceremonies and related planning tasks.
• Order books and supplies; inventory and distribute orders.
• Prepare enrollment forms and certificates.
• Maintain program records and data for reports.
• Process state-required records and budget records.
• Update program webpages and information boards.
• Attend meetings and take minutes; assist with registration and enrollment vouchers.
• Update FTE load matrix; assist with marketing courses and create flyers.
• Create course sign-in sheets and process agency-sponsored registrations.
• Assist background investigators and validate material fees by course.
• Assist in training newly hired staff; perform other related duties.

Skills

Office management

Written communications

Public relations

Independent work

Organizational skills

Education

Associate degree in secretarial science

Tools

Excel

Word

Outlook

Access

Publisher

Job description

Allan Hancock College seeks a capable administrative assistant to provide secretarial support to the assigned program(s). The role includes handling payroll documentation, registrations, and records, ensuring compliance with district and external agencies, and maintaining program data.

The position demands strong organizational and communication skills, independence, and the ability to manage budgets, schedules, and course-related materials while supporting faculty and staff.