Administrative Coordinator, Finance & Administration

Position Summary

DEFINITION :

Under supervision of the associate superintendent / vice president, finance & administration (VPFA) serves as coordinator, secretary, and aide to a key cabinet-level administrator, performing complex clerical and administrative details for administrative services division; assists in the areas of capital planning and finance & administration; coordinates a wide range of activities in support of facilities and construction; and values and promotes the mission and vision of the college.

CLASS CHARACTERISTICS :

Under minimal supervision, the incumbent will independently perform work involving judgment in the interpretation 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; and provide guidance to faculty and other clerical staff, including student help.

Essential Functions and Qualifications

• 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, facilitates the work of clerical assistants.
• Coordinates professional development for faculty and staff in accordance with state-mandated requirements and changes in district policy and procedures as related to finance and administration.
• Acts as a liaison with information technology services to develop and revise various computer programs, databases, website updates, and reports necessary to support administrative services.
• Relieves administrator of administrative detail; coordinates travel and conference arrangements; maintains the VPFA's calendar; assists with 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, auditors, contractors, and architects).
• Compiles data and prepares reports from research; assists in background research and preparation of board of trustees and cabinet agenda items.
• 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.
• Develops and inputs online purchase requests, initiates budget transfers, change orders, and processes invoices for finance and administration and items relating to facilities and construction projects utilizing the current financial system.
• Screens incoming correspondence routed to supervisor, refers to appropriate staff member for reply and follows-up to ensure 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 administrative services and the college.
• Works closely with human resources staff on confidential personnel issues, recruitment, and evaluations as needed. Explains policies, procedures, and precedence to students, faculty, staff, and the public.
• Works independently with outside agency personnel, management personnel, and faculty and staff.
• Assists management personnel with staffing budgets and preparation of personnel action requests / notices of employment (PAR / NEs).
• Maintains confidentiality and materials of a confidential nature consisting of letters, reports, bulletins, memoranda, and recorded materials.
• Request and processes certificate of insurance, vehicle insurance, and insurance riders pertaining to new art displayed on campus.
• Work cooperatively with administrative assistants to cabinet-level administrators on special or ongoing projects.
• Coordinate and prioritize project timelines.
• Coordinate and compile accreditation data as requested by accreditation liaison officer.
• Independently writes correspondence, memoranda, transmittals, and other materials relating to finance and administration and facilities planning and construction projects.
• Coordinates, compiles, writes, edits, and facilitates submission of documents for state approval of the district's reports, such as five-year construction plan.
• Coordinates, compiles, and monitor bid opening sign in sheet, notice of intent to award, preliminary notices, stop payments, and notice of completions of construction projects.
• Assist in all major capital construction projects, coordinates planning functions with project architects and engineers, consultants, inspectors, contractors, and other agencies
• Work cooperatively with Keenan & Associates as the designated client administrator relating to property and liability claims against the district and risk management practices designed to reduce or eliminate claims.
• Provides information and resources to facilities coordinator and administrative assistant III on maintenance aspects of administrative assistant and coordinator duties related to assignments under the purview of Finance & Administration and Facilities Department.
• Respond to request for information of public work projects from various union watchdog groups i.e.; certified payroll, engineering and / or architect reports, award of contract, notice to proceed and notice of completion dates.
• Work with VPFA to prepare and file appropriate environmental review forms for the California Environmental Quality Act (CEQA) along with the County of Santa Barbara.
• Work with California Department of Industrial Relations to apply for project ID numbers for new construction projects.
• Coordinates and monitors with administrators and staff the timely completion of required materials and reports for councils, committees, monthly board agenda items, including retirement board of authorities, in accordance with established procedures and standards in conformance with the Brown Act.
• Prepare agenda, notes, collect data, and coordinate meetings for the Viticulture & Enology board members.
• Coordinate and process donations received by the district for $500 and above.
• Perform other related duties as assigned.

Knowledge of :

Demonstrated ability to :

Working Conditions :

Physical Demands :

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.

Minimum Qualifications

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.

Additional Information

The desired start date is November 2025. This is a full-time, 37-hour, classified, 12-month position.

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

To be considered for this position, the candidate must submit the following application materials by Sunday, October 12, 2025 by 11 : 59 PST :

Allan Hancock College provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Allan Hancock College will not sponsor any visa applications.