Position Title: Administrative Assistant I
Dept: Student Life
Employee Status: Part-time (30 hours/week)
Type: Educational Support Personnel
Issued: May 9, 2012
Application Process: Complete online application by clicking on the “Apply” link shown above or at www.rockvalleycollege.edu/employment; include cover letter and current resume.
Please note: Candidates who progress to the final stage in the interview process will be required to successfully complete and pass the following computer-based tests: Keyboarding, Spelling, Word 2007-Basic, and Excel 2007.
Reports to: Supervision is received from the Manager, Student Life.
Supervision Exercised: Supervision may be exercised over student workers and student leader assistants.
Under limited and regular supervision, provide basic clerical support, reception functions, word processing and data entry of both numerical and written materials and supervision to student workers. Must exercise good judgment in handling of frequent routine and infrequent non-routine day-to-day basic office duties. Assist other staff with office duties and projects as necessary. Provide excellent customer service to students, faculty, staff and others through all methods of contact. Confidentiality and discretion are required.
Provides support for various functions within the Student Life Office. Generally serves as a contact for the day to day functions and works closely with the Manager of Student Life to successfully carry out and evaluate the mission and vision of the department as well as educate the college community on policy and procedures related to the core business. As a member of the Student Life staff, this position may be involved with coaching and mentoring students on academic and personal needs.
Essential Duties and Responsibilities include the following. Related duties may be assigned.
- Sort and distribute mail, answer telephone, take messages and perform similar tasks.
- Coordinate supervisor’s schedule and make appointments.
- Compile material to be typed.
- Read instructions accompanying material, or follow verbal instructions from supervisor or person requesting document, to determine format desired, number of copies needed, priority, and other requirements.
- Prepare and revise material such as correspondence, reports, statistical tables, addresses, and forms, from rough draft, corrected copy, or previous computer versions.
- Proofread completed documents to check for errors and make corrections.
- Maintain accurate knowledge of resources in order to respond to questions of both internal and external customers.
- Verify totals on report forms, requisitions, or bills and perform simple computations.
- Operate photocopying machine, fax machine and is able to perform minor preventative maintenance on office machines.
- Keep tickler file.
- File, code and arrange filing of, completed documents as well as purge files in accordance with statutory governmental regulations and/or college guidelines.
- Attend meetings as needed and take notes, minutes/notes as necessary/assigned.
- Utilize Internet.
- Order and maintain office and departmental supplies.
- Organize and maintain system for back-up and storage of files.
- Arrange and coordinate travel schedule and reservations.
Specific Duties and Responsibilities
- Under the direction of the Manager of Student Life and in conjunction with student workers and the Student Event Specialist, coordinate and oversee the following Goose Group components: form creation, user guide distribution, event evaluations, club registrations/renewals, reporting documents and general group profile managing components (e.g. rosters, document creation, profile updates).
- Coordinate reservation and usage for the Club Room, Student Lounge and HUB.
- Prepare outgoing mail and correspondence, including email and faxes.
- Work in conjunction with appropriate college departments to establish and maintain a referral service and clearinghouse for college and local community information relevant to the needs, goals, and opportunities for student.
- Regularly review and work with Manager to update and maintain paperwork processing policy and procedures.
- Coordinate all business aspects of the Student Life department, including tracking, reporting, initiating payments, reimbursements, deposits, travel request, cash advances, and ticket sales (when applicable). Track and report all non-monetary gifts (e.g. gift cards). Prepare and monitor budgets and reports. Perform computations and routine statistical analysis using Excel.
- Coordinate and arrange meetings, work orders, prepare agendas, reserve and prepare facilities, and record notes/minutes of meetings.
- Assist Student Life Manager by working with student clubs/organizations and advisors in many aspects of their groups planning and development.
- Assist manager with researching higher education programs and best practices for student engagement as needed.
- Maintain a system for checking in and checking out of items in the Student Life office (e.g. AV/IT key, camcorder, storage closet key).
- Organize and maintain file system for correspondence, paperwork and other records, including a shared common drive.
- Serve as a resource to student groups and /or populations as an advocate for their concerns.
- Participate in weekly one-on-one meetings with supervisor and staff meetings.
- Arrange for equipment maintenance.
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.
College or technical school coursework preferred; or three to six months related experience and/or training; or equivalent combination of education and experience. Ability to read and comprehend instructions, correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one small group situations to students, faculty, and other employees of the organization. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Windows, Microsoft Word, Excel, and database entry. Ability to learn and use College’s administrative software system, as appropriate to position. Basic accounting skills. Experience in a higher education setting and working with diverse populations is desirable. Ability to supervise and train student workers/volunteers to include organizing, prioritizing, and scheduling work assignments is desirable. Fluent in Web-based communication is desirable.