Administrative Assistant ll (Community Education Outreach)
Rock Valley College
United States
9/11/2024
Full Time
Position Title: Administrative Assistant II (Community Education Outreach)
Department: Community Education (COM)
Division: Workforce Development (WOD)
Employee Status: Full-time
Type: Support Staff Association (SSA – Union)
Salary:( $19.00 - $20.00 hourly)
Grade: 8
FLSA: Non-exempt
_____________________________________________________________
Reporting Relationships
Reports to: Executive Director of Community and Continuing Education.
Functional supervision is received from Manager of Community Education and Manager of Continuing Education.
Supervision Exercised: Supervision may be exercised over student workers.
Job Summary
Provide program assistance to Rock Valley College’s Community Education Outreach programs.
Essential Duties and Responsibilities include the following. Related duties may be assigned.
1. Provide exceptional customer service to internal and external constituents.
2. Maintain accurate knowledge of program/college resources in order to respond to the questions of both internal and external constituents.
3. Maintain Community Education Outreach program files per ICCB (Illinois Community College Board) and HLC (Higher Learning Commission) requirements.
4. Comply with FERPA (Family Education and Rights Privacy Act) regulations.
5. Provide administrative support to Executive Director of Community and Continuing Education Education, and office of Community and Continuing Education, and Center for Learning in Retirement.
6. Manage operations of Community and Continuing Education Department.
7. Assist with operations of Center for Learning in Retirement.
8. Provide training to and functional supervision of program assistants to achieve division/program goals.
9. Extract and manipulate programmatic financial/enrollment data from Colleague for semester reporting and yearly forecasting.
10. Interpret policies and procedures as established by supervisors.
11. Liaise with other departments within the college to ensure classes are conducted smoothly.
12. Process class changes and cancellations.
13. Provide faculty and facility assistance.
14. Assist with administration of division/program budgets and financial transactions.
15. Direct payroll process for all Community and Continuing Education faculty.
16. Reconcile and authorize payments to contractual vendors.
17. Manage employment process for all faculty and vendors.
18. Process facility use agreements and reimbursements.
19. Maintain the master course file within the College’s mainframe operating system.
20. Coordinate the planning, scheduling and implementation of all course offerings in Community Education Outreach programs.
21. Review all new course proposals and make recommendations.
22. Order class supplies and process reimbursement requests.
23. Maintain high level of confidentiality and discretion.
24. Attend meetings as requested.
25. Regular attendance is expected.
26. Using tact and courtesy, the ability to establish and maintain effective relationships with persons contacted in the course of work.
27. Other duties as assigned.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimum Qualifications
Associate’s degree in related field or equivalent combination of education and experience. 12 – 24 months of related experience in an administrative assistant position is required. Ability to use independent judgment and function autonomously. Excellent written and oral communication skills. Advanced computer skills required. Ability to supervise and train others.
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: Community Education (COM)
Division: Workforce Development (WOD)
Employee Status: Full-time
Type: Support Staff Association (SSA – Union)
Salary:( $19.00 - $20.00 hourly)
Grade: 8
FLSA: Non-exempt
_____________________________________________________________
Reporting Relationships
Reports to: Executive Director of Community and Continuing Education.
Functional supervision is received from Manager of Community Education and Manager of Continuing Education.
Supervision Exercised: Supervision may be exercised over student workers.
Job Summary
Provide program assistance to Rock Valley College’s Community Education Outreach programs.
Essential Duties and Responsibilities include the following. Related duties may be assigned.
1. Provide exceptional customer service to internal and external constituents.
2. Maintain accurate knowledge of program/college resources in order to respond to the questions of both internal and external constituents.
3. Maintain Community Education Outreach program files per ICCB (Illinois Community College Board) and HLC (Higher Learning Commission) requirements.
4. Comply with FERPA (Family Education and Rights Privacy Act) regulations.
5. Provide administrative support to Executive Director of Community and Continuing Education Education, and office of Community and Continuing Education, and Center for Learning in Retirement.
6. Manage operations of Community and Continuing Education Department.
7. Assist with operations of Center for Learning in Retirement.
8. Provide training to and functional supervision of program assistants to achieve division/program goals.
9. Extract and manipulate programmatic financial/enrollment data from Colleague for semester reporting and yearly forecasting.
10. Interpret policies and procedures as established by supervisors.
11. Liaise with other departments within the college to ensure classes are conducted smoothly.
12. Process class changes and cancellations.
13. Provide faculty and facility assistance.
14. Assist with administration of division/program budgets and financial transactions.
15. Direct payroll process for all Community and Continuing Education faculty.
16. Reconcile and authorize payments to contractual vendors.
17. Manage employment process for all faculty and vendors.
18. Process facility use agreements and reimbursements.
19. Maintain the master course file within the College’s mainframe operating system.
20. Coordinate the planning, scheduling and implementation of all course offerings in Community Education Outreach programs.
21. Review all new course proposals and make recommendations.
22. Order class supplies and process reimbursement requests.
23. Maintain high level of confidentiality and discretion.
24. Attend meetings as requested.
25. Regular attendance is expected.
26. Using tact and courtesy, the ability to establish and maintain effective relationships with persons contacted in the course of work.
27. Other duties as assigned.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimum Qualifications
Associate’s degree in related field or equivalent combination of education and experience. 12 – 24 months of related experience in an administrative assistant position is required. Ability to use independent judgment and function autonomously. Excellent written and oral communication skills. Advanced computer skills required. Ability to supervise and train others.
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.