Administrative Assistant II - Now Hiring

Responsibilities and Duties

Administrative Duties: 

• Supports the Executive Director and the Program Transfer Manager with administrative processes involved in the TUNE academic programs including student account holds, course permissions and registrations, and, when requested, enrollments. 

• Collects and compiles undergraduate course information through close coordination with the TUNE Academic Program Coordinators and University academic departments and reviews the information for accuracy and compliance with University policies.

• Enters each semesters' courses into Courseleaf and prepares, maintains, and disseminates the TUNE class schedule, charts, and lists.  Monitors enrollments each semester for courses in Peoplesoft and adjusts course capacities as needed.

• Becomes proficient with tasks associated with the TUNE Student Group including running various Peoplesoft queries to access data.

• Initiates room assignments, provides the TUNE Building Coordinator with information regarding course instruction modes (i.e. - face to face, computer lab, hybrid, etc.), as well as the final exam schedule.

• Creates a PDF document of the upcoming semester's course offerings and distributes hard copies around the building and posts an electronic copy to the TUNE MD website.  Also creates documents for staff use including various staff, faculty, departments, and student worker contact lists.

• Enrolls all students, faculty, and staff into the HCC ALERT ME emergency notification system.  Reviews and updates each semester.

• Provides assistance, where appropriate, to TUNE's Academic Program Coordinators.

Budget and Communication Duties:

• Serves as the TUNE budgets and grants funding manager and Procurement Card holder; making purchases, monitoring and approving spending, reallocating funding categories, and reconciling monthly expenditures.

• Acts as a representative for the Office of Human Resources to assist incoming student workers in completing I-9, W-4, and direct deposit paperwork.

• Responds to email, telephone, and in-person inquires, which may or may not require technical program knowledge and refers questions to appropriate staff members or University departments.

• Edits, formats, and revises a variety of documents and materials created by others (i.e. - emails/letters, PowerPoint presentations, etc.).  Proofreads for grammatical, typographical, and basic content errors.

• Assists the Director of Student Services and the Transfer Program Manager in tasks related to TUNE events including Transfer Orientations, Information Sessions, and etc.

• Uses the data acquired from PeopleSoft queiries to create, when requested, a TUNE "Snapshot" document/brochure (or other such publications) containing demographic, academic, and event data.

Other:

• May require occasional evening work (flexing hours).

• May require some light lifting.

Qualifications and Skills

• High school diploma, or equivalent, and three years providing administrative support. 

Except for qualifications established by law, additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience.

Be a self-starter who can work well on their own and as part of a team; should have strong organizational skills, and, in addition to Microsoft Office and Internet, be skilled in or familiar with various computer software packages used for course scheduling, budgeting, and website editing like Peoplesoft, Courseleaf (CLSS) (course building), STRATUS (budgeting), and Modern Campus (website).

The selected candidate should possess excellent communication skills with the ability to proof read accurately; be proficient in managing complex course scheduling; and have the ability to interact with students, staff, faculty, and the general public at all levels in a courteous and efficient manner.

The selected candidate would also have the ability to plan, organize, prioritize, and execute multiple complex and continuing assignments with minimal need for re-training.

Organization: Academic Affairs Division
Primary Location: Bel Air Campus
Job Posting: Dec 11, 2025