Administrative Assistant III - Advising at Rogue Community College

Position Description

Position Title

Administrative Assistant III

Secondary Title

Advising & Rogue Central

Group / Grade

5

Classification

Classified

Work Location

TRC

Overtime Eligible

Non-Exempt

Division

Student Learning & Success

Differentials

Bilingual

Department

Advising

Reports To

Director, Advising & Military Services

Supervision Received

Works under the general supervision of the Director, Advising & Military Services.

Supervisory Responsibility

Supervision is not a responsibility of this position. May oversee student employees.

Position Summary

Responsible for the day-to-day clerical and support functions of the advising department. which includes supporting department staff in scheduling appointments and workshops; processing mail; budget reports; answering phones; managing email, walk in, phone, or web-based inquiries from students; maintaining confidential student educational records; and following FERPA guidelines. Serve as a central point of contact for employees, students, and community members related to advising services. Provide administrative support for the STEP Program and for Placement Testing.

1.

Administrative

• Scheduling appointments for Advising, Financial Aid, Student Employment, and other departments as needed.

• Submitting and processing purchase orders and requests for payment.

• Process travel and professional growth requests and route bills for payment.

• Prepare and distribute agendas and minutes for assigned meetings.

• Work with college scheduling and other software for reservations, work orders, and appointments.

• Maintaining and tracking important data

• Compile statistical information from spreadsheets to create data reports.

• Work under department and institutional deadlines to prepare and submit routine documents and reports. Utilize ERP systems and advising/financial aid software to create reports related to service delivery, student retention, and other key data points related to Advising services at RCC; complete Skip Trace reports for Financial Aid.

• Assigns students to faculty advisors and advising case managers; updates advising caseloads each term. Provides PowerFAIDs functionality support and reporting

• Monitor and report on placement test usage; provide back-up proctor support for Placement Testing; update RogueNet regarding Placement test scores, waivers, and other relevant updates for accurate student placement (including Guided Self Placement)

• Submit Marketing requests for website updates; submit requests for Directory corrections; review catalog sections related to these departments, etc.

Customer Service

• Direct and transfer calls, greet visitors make appointments, and answer general questions about the college.

• Communication with students, staff, and the public through email, phone, and in-person interactions.

• Coordinate the Welcome Center on campus to ensure a welcoming, inclusive, and student-focused environment in the Welcome Center on campus.

Student Employee Coordination

• Maintain student employee schedule, and ensure coverage for various areas.

• Train and provide ongoing coaching and support.

• Delegate and assign projects.

• Communicate upcoming events, needs, and information.

4.

Other Duties as Assigned

• May participate in College committees as assigned

• Engages in professional growth opportunities as assigned

• Performs other duties as assigned

Institutional Expectations

• Demonstrates our core values of integrity, collaboration, diversity, equity, and inclusion, sustainability, and courage.

• Actively contributes to a culture of respect and inclusivity by collaborating effectively with students, colleagues, and the public from diverse cultural, social, economic, and educational backgrounds.

• Participates in recruitment and retention of students at an individual and institutional level in promotion of student success.

• Embraces and leverages appropriate technology to accomplish job functions.

• Provides high quality, effective service through learning and continuous improvement.

1.

Minimum Qualifications

• Education - An Associate's degree in business administration/technology, or related area is required.

• Experience - A minimum of two years progressively responsible administrative and/or secretarial experience is required.

Only degrees received from an accredited institution will be accepted: accreditation must be recognized by the office of degree authorization, US Department of Education, as required by ORS 348.609. Final candidate will be required to provide official transcripts for required degree.

Any satisfactory equivalent combination of education and experience which ensures the ability to perform the essential functions of the position may substitute for the requirement(s). Please see our Applicant Guide for more information on education/experience equivalency guidelines.

2.

Preferred Qualifications

• Experience in a community college or academic setting is preferred.

• This position is designated as preferring bilingual fluency in Spanish. Proficiency will be determined by a college-approved certification professional. Proficiency is defined by the ability to express yourself over a broad range of topics at a normal speed. You may have a noticeable accent and will make grammatical errors, for example with advanced tenses, but the errors will not cause misunderstanding to a native speaker. It is the responsibility of the employee to maintain bilingual skills throughout the duration of employment. A bilingual pay differential may apply to this role upon certification.

3.

Essential Knowledge, Skills, & Abilities (Core Competencies)

• Knowledge - General office practices such as recordkeeping, bookkeeping, computers and data systems, including word processing, spreadsheets, and data management; business English, composition, spelling, and punctuation.

• Skills - Secretarial skills; customer service and verbal and written communication skills; computer skills including Microsoft Office Suite products; organization and prioritizing skills. Basic conversational Spanish preferred.

• Abilities - Multi-task; focus on details; manage multiple priorities and deadlines; keyboard accurately at 60 wpm; use office and computer equipment and software; establish and maintain effective working relationships with coworkers, students, faculty, outside agencies, and the public.

Other Requirements

• For assignments requiring operation of a motor vehicle, possession of a valid Oregon Driver's License or the ability to obtain one within 30-days of employment, and maintenance of an acceptable driving record are required.

5.

Remote Work Options (see AP 7239 Working Remotely for more details)

• This position functions as an in-person work arrangement, working on-campus with either a set schedule or flexibility depending on operational needs.

Physical Demands

The physical demands listed below represent those that must be met by an incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.

• Manual dexterity and coordination are required for more than half of the daily work period (about 60%) which is spent sitting while operating office equipment such as computers, keyboards, 10-key, telephones, and other standard office equipment. While performing the duties of this position, the employee is frequently required to stand, walk, reach, bend, kneel, stoop, twist, crouch, climb, balance, see, talk, hear, and manipulate objects. The position requires mobility including the ability to move materials, 5 lbs. or less daily, and 5-25 lbs. occasionally. This position requires both verbal and written communication abilities.

Working Conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this position, the employee is primarily working indoors in an office environment. The employee is not exposed to hazardous conditions. The noise level in the work environment is usually moderate and lighting is adequate.

This is a Full-time Classified, 40 hour per week (100%) position in the Advising department. Starting compensation is entry level for Group 5 on the 2024-25 Classified Wage Schedule.

The position will remain open until filled, with screening scheduled for 11/20/24. Applications received after the screening date are not guaranteed review. Documents required for submission include a cover letter and resume. Applications missing any of the listed required documents may be considered incomplete and ineligible for further review.

RCC is committed to a culture of civility, respect, and inclusivity. We are an equal opportunity employer actively seeking to recruit and retain members of historically underrepresented groups and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.

CANDIDATES WITH DISABILITIES REQUIRING ACCOMMODATIONS AND/OR ASSISTANCE DURING THE HIRING PROCESS MAY CONTACT HUMAN RESOURCES AT 541-956-7329. ONLY FINALISTS WILL BE INTERVIEWED. ALL APPLICANTS WILL BE NOTIFIED BY EMAIL AFTER FINAL SELECTION IS MADE. INTERVIEW COSTS ARE AT APPLICANT'S EXPENSE. FINAL CANDIDATE WILL BE REQUIRED TO SHOW PROOF OF ELIGIBILITY TO WORK IN THE UNITED STATES. FOR POSITIONS WITH A DEGREE REQUIRED, ONLY DEGREES RECEIVED FROM AN ACCREDITED INSTITUTION WILL BE ACCEPTED; ACCREDITATION MUST BE RECOGNIZED BY THE OFFICE OF DEGREE AUTHORIZATION, US DEPARTMENT OF EDUCATION, AS REQUIRED BY ORS 348.609.

Public Service Loan Forgiveness

Rogue Community College is considered a qualifying public employer for the purposes of the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness program, full-time employees working at the College may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions regarding your loan eligibility should be directed to your loan servicer or to the US Department of Education.

Rogue Community College does not discriminate in any programs, activities, or employment practices on the basis of race, color, religion, ethnicity, use of native language, national origin, sex, sexual orientation, gender identity, marital status, veteran status, disability, age, pregnancy, or any other status protected under applicable federal, state, or local laws. For further policy information and for a full list of regulatory specific contact persons visit the following webpage: www.roguecc.edu/nondiscrimination.