Administrative Assistant II (Community Education Outreach)

$19 - $20/Yr

Rock Valley College - Rockford, IL

Full-time - Entry Level

Rockford, IL

Educational Services

About the position

The Administrative Assistant II (Community Education Outreach) position at Rock Valley College involves providing program assistance to the Community Education Outreach programs. This role requires exceptional customer service skills, maintaining accurate knowledge of program resources, and ensuring compliance with various regulations. The assistant will support the Executive Director of Community and Continuing Education and manage operations within the department, including financial data extraction and manipulation, class management, and instructor support.

Responsibilities

• Provide exceptional customer service to internal and external constituents.
• Maintain accurate knowledge of program/college resources to respond to questions.
• Maintain Community Education Outreach program files per ICCB and HLC requirements.
• Comply with FERPA regulations.
• Provide administrative support to the Executive Director of Community and Continuing Education.
• Manage operations of the Community and Continuing Education Department.
• Assist with operations of the Center for Learning in Retirement and Traffic Safety.
• Extract and manipulate programmatic financial/enrollment data from Colleague for reporting.
• Interpret policies and procedures as established by supervisors.
• Collaborate with other departments to ensure smooth class conduct.
• Process class changes and cancellations.
• Provide instructor and facility assistance.
• Assist with administration of division/program budgets and financial transactions.
• Direct payroll process for all Community and Continuing Education instructors.
• Reconcile and authorize payments to contractual vendors.
• Support employment and onboarding process for instructors and vendors.
• Process facility use agreements and reimbursements.
• Maintain the master course file within the College's mainframe operating system.
• Coordinate planning, scheduling, and implementation of course offerings.
• Process new course proposals.
• Track requests for topics/subjects from customers.
• Order class supplies and process reimbursement requests.
• Maintain confidentiality and discretion.
• Attend meetings as requested.
• Establish and maintain effective relationships with persons contacted in the course of work.
• Perform related duties as assigned.

Requirements

• Associate's degree in related field or equivalent combination of education and experience.
• 12 - 24 months of related experience in an administrative assistant position.
• Ability to use independent judgment and function autonomously.
• Excellent written and oral communication skills.
• Advanced computer skills.
• Ability to supervise and train others.

Benefits

• Full-time employment status
• Union support through Support Staff Association (SSA)
• Hourly salary range of $19.00 - $20.00