Administrative Assistant II - First Year Experience

Position Title: Administrative Assistant II � First Year Experience Department: First Year Experience (FYE) Division: Advising and Retention (ANR) Employee Status: Continuous Part-time (up to 25 hours per week) Type: Support Staff Association (SSA-Union) Grade: 8 Salary: ($18.25 - $20.15 hourly) Business Hours: Monday

• Friday, 8 am - 5 pm ICCB Classification: Clerical FLSA: Non-exempt Revised: 10/26 Application Deadline: October 28th, 2026 Rock Valley College does not offer sponsorship for employment-based visas for this position now or in the future. Applicants must be currently authorized to work in the United States without the need for employer sponsorship. Reporting Relationships Reports to: Manager of the First-Year Success Supervision Exercised: Supervision may be exercised over student workers.

Job Summary

Using independent judgment and minimal supervision, provide advanced clerical support involving multiple software and complex office equipment and supervision to student workers. Must exercise advanced reasoning and mature critical and analytical thinking skills. Lead or direct all office support functions. Model excellent customer service to students, faculty, administration, staff and others through all methods of contact.

Confidentiality and discretion are required.

1. Provide front-office customer service to visitors via multiple means, including phone, email, and in-person
2. Maintain accurate knowledge of college-wide resources in order to respond to questions for both internal and external customers.
3. Support other units in Student Affairs by providing front-office coverage and maintaining calendars, when needed
4. Maintain supervisor's calendar
5. Assist Manager of Student Success in planning and organizing events such as New Student Welcome, Adult Learner Welcome, and other events
6. Operates and maintain equipment, including printers, copiers, and other office equipment
7. Collaborate with maintenance staff and outside vendors to ensure office equipment is in good working order and office supplies are always on hand
8. Maintain Department's general email and CRM and respond/forward items when necessary
9. Word process complex materials, editing for grammar and content.
10. Assist with departmental budget monitoring.
11. Research, compile, and summarize information for reports or presentations.
12. Assist with hiring, training, and supervising student workers.
13. Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities, and record notes/minutes of meetings.
14. Organize and maintain file system, including coding, arranging, scanning, and purging in accordance with statutory governmental regulations and/or college guidelines.
15. Prepare and/or process various forms, including pay processing forms, travel documents, reimbursement documents and purchasing card (P-Card) reports
16. Arrange and coordinate travel schedules and reservations.
17. Assist staff with software and technology issues and training as necessary.
18. Demonstrate cultural awareness, sensitivity, and knowledge in performance of assigned duties.
19. Assist in creating and loading STU courses, evaluation, and faculty assignments
20. Regular attendance required 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.

Minimum Qualifications

Associate's degree preferred. Six to twelve months related experience and/or training; or equivalent combination of education and experience required. Windows, Microsoft Word, Excel (spreadsheet design and entry), database entry, and ability to learn the college's administrative software system. Fluency in Spanish is highly desirable.

Work Environment The job is primarily performed in an office setting. Physical Demands The physical demands described in this section are representative of those an employee must meet to successfully perform the essential functions of this position. While performing this role, employees regularly use their hands to operate tools, equipment, or controls, and to reach, handle, or manipulate objects.

The role also involves frequent verbal communication and active listening, as well as periods of standing. Reasonable Accommodations Reasonable accommodations may be provided to individuals with disabilities throughout the employment process. Including application and hiring, and to perform the essential functions of the position.