Administrative Assistant I - Workforce Equity Initiative (WEI)
Administrative
Full Time
Position Title: Administrative Assistant I – Workforce Equity Initiative (WEI)
Department: Workforce Development (WOD)
Division: Workforce Development (WOD)
Employee Status: Full-time (Grant Funded through June 30, 2025 with possibility of renewal)
Type: Support Staff Association (SSA-Union)
Salary: ($17.80 hourly)
Grade: 6
FLSA: Non-exempt
__________________________________________________________________________
Reporting Relationships
Reports to: Workforce Equity Initiative Program Director
Supervision Exercised: Supervision may be exercised over student workers.
Job Summary: Under limited supervision, the Administrative Assistant provides essential clerical support, reception services, and data management for the department. This role includes overseeing daily office operations, managing student workers, and coordinating schedules. The Administrative Assistant must exercise sound judgment in handling routine and non-routine tasks while maintaining confidentiality and discretion. Exceptional customer service is critical in interactions with students, faculty, staff, and external parties.
Essential Duties and Responsibilities: The following duties are key responsibilities of the role. Additional related duties may be assigned as needed.
General Office Duties:
1. Organize and distribute mail daily, weekly, and monthly.
2. Handle incoming calls, provide information, direct inquiries, and take messages.
3. Check and respond promptly to all RVC-WEI related emails.
4. Manage intake for students visiting the office, guiding them through initial steps and reviewing new applications for eligibility and grant compliance.
5. Maintain up-to-date and well-organized student files and storage systems, ensuring that all documentation is accurate.
6. Distribute necessary resources to students and update the tracking file for submission.
7. Process requests for completion and employment stipends, ensuring timely submissions.
8. Contact students who have completed the program to verify employment status and update records.
9. Keep application and enrollment logs current with the latest information.
10. Organize and prepare documents requiring Director approval.
11. Review and place orders for office and departmental supplies as needed.
12. Backup and organize files for completed, dropped, and employed students.
13. Ensure that student lockers at the satellite locations are stocked and organized.
14. Organize and process departmental orders for supplies and materials.
15. Organize student orientations, send out emails, and follow up on attendance.
16. Begin preparations for graduation and career fairs, coordinating with relevant parties.
17. Coordinate the supervisor’s schedule, making appointments and organizing meetings.
18. Compile, prepare, and revise materials such as correspondence, reports, statistical tables, addresses, and forms from rough drafts or previous versions.
19. Proofread documents for errors and make necessary corrections.
20. Maintain accurate knowledge of resources to respond to internal and external customer inquiries.
21. Operate and perform minor maintenance on office equipment such as photocopying and fax machines.
22. Maintain a tickler file and organize, file, code, and arrange documents according to guidelines.
23. Attend meetings as needed, taking notes and minutes as required.
24. Utilize the internet for research and communication purposes.
25. Organize and maintain systems for backup and storage of files.
26. Arrange and coordinate travel schedules and reservations.
27. Regular attendance is expected.
28. Using tact and courtesy, establish and maintain effective relationships with individuals contacted during the course of work.
Qualifications: To perform this job successfully, an individual must meet the following requirements. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimum Qualifications:
· High School Diploma or Equivalent required. College or technical school coursework preferred, or three to six months of related experience/training, or an equivalent combination of education and experience.
· Strong ability to read, comprehend, and follow instructions, correspondence, and memos.
· Proficiency in writing correspondence and effectively presenting information in one-on-one and small group situations.
· Competence in basic arithmetic, including the ability to add, subtract, multiply, and divide using whole numbers, fractions, and decimals.
· Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form, and to solve problems involving several concrete variables in standardized situations.
· Proficiency in Windows, Microsoft Word, Excel, and database entry.
· Ability to learn and use the College’s administrative software system as appropriate to the position.
Work Environment
While performing the duties of this job, the employee regularly works in an office setting.
Physical Demands
Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:
While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to stand, talk and hear.
Department: Workforce Development (WOD)
Division: Workforce Development (WOD)
Employee Status: Full-time (Grant Funded through June 30, 2025 with possibility of renewal)
Type: Support Staff Association (SSA-Union)
Salary: ($17.80 hourly)
Grade: 6
FLSA: Non-exempt
__________________________________________________________________________
Reporting Relationships
Reports to: Workforce Equity Initiative Program Director
Supervision Exercised: Supervision may be exercised over student workers.
Job Summary: Under limited supervision, the Administrative Assistant provides essential clerical support, reception services, and data management for the department. This role includes overseeing daily office operations, managing student workers, and coordinating schedules. The Administrative Assistant must exercise sound judgment in handling routine and non-routine tasks while maintaining confidentiality and discretion. Exceptional customer service is critical in interactions with students, faculty, staff, and external parties.
Essential Duties and Responsibilities: The following duties are key responsibilities of the role. Additional related duties may be assigned as needed.
General Office Duties:
1. Organize and distribute mail daily, weekly, and monthly.
2. Handle incoming calls, provide information, direct inquiries, and take messages.
3. Check and respond promptly to all RVC-WEI related emails.
4. Manage intake for students visiting the office, guiding them through initial steps and reviewing new applications for eligibility and grant compliance.
5. Maintain up-to-date and well-organized student files and storage systems, ensuring that all documentation is accurate.
6. Distribute necessary resources to students and update the tracking file for submission.
7. Process requests for completion and employment stipends, ensuring timely submissions.
8. Contact students who have completed the program to verify employment status and update records.
9. Keep application and enrollment logs current with the latest information.
10. Organize and prepare documents requiring Director approval.
11. Review and place orders for office and departmental supplies as needed.
12. Backup and organize files for completed, dropped, and employed students.
13. Ensure that student lockers at the satellite locations are stocked and organized.
14. Organize and process departmental orders for supplies and materials.
15. Organize student orientations, send out emails, and follow up on attendance.
16. Begin preparations for graduation and career fairs, coordinating with relevant parties.
17. Coordinate the supervisor’s schedule, making appointments and organizing meetings.
18. Compile, prepare, and revise materials such as correspondence, reports, statistical tables, addresses, and forms from rough drafts or previous versions.
19. Proofread documents for errors and make necessary corrections.
20. Maintain accurate knowledge of resources to respond to internal and external customer inquiries.
21. Operate and perform minor maintenance on office equipment such as photocopying and fax machines.
22. Maintain a tickler file and organize, file, code, and arrange documents according to guidelines.
23. Attend meetings as needed, taking notes and minutes as required.
24. Utilize the internet for research and communication purposes.
25. Organize and maintain systems for backup and storage of files.
26. Arrange and coordinate travel schedules and reservations.
27. Regular attendance is expected.
28. Using tact and courtesy, establish and maintain effective relationships with individuals contacted during the course of work.
Qualifications: To perform this job successfully, an individual must meet the following requirements. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimum Qualifications:
· High School Diploma or Equivalent required. College or technical school coursework preferred, or three to six months of related experience/training, or an equivalent combination of education and experience.
· Strong ability to read, comprehend, and follow instructions, correspondence, and memos.
· Proficiency in writing correspondence and effectively presenting information in one-on-one and small group situations.
· Competence in basic arithmetic, including the ability to add, subtract, multiply, and divide using whole numbers, fractions, and decimals.
· Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form, and to solve problems involving several concrete variables in standardized situations.
· Proficiency in Windows, Microsoft Word, Excel, and database entry.
· Ability to learn and use the College’s administrative software system as appropriate to the position.
Work Environment
While performing the duties of this job, the employee regularly works in an office setting.
Physical Demands
Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:
While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to stand, talk and hear.