Position Title: CLR Administrative Assistant II
Dept: Center for Learning in Retirement
Employee Status: Full-time
Reports to: Administrative supervision is received from the Program Director, Center for Learning in Retirement.
Supervision Exercised: Supervision may be exercised over volunteers.
Provide a broad range of program assistance to Rock Valley College's Center for Learning in Retirement as part of a high-functioning team.
To save time applying, RVC does not offer sponsorship of job applicants for employment-based visas for this position at this time.
Essential Duties and Responsibilities include the following. Related duties may be assigned.
Provide exceptional customer service to internal and external constituents.
Maintain accurate knowledge of program/college resources in order to respond to the questions of both internal and external constituents.
Maintain Center for Learning in Retirement program files per ICCB (Illinois Community College Board) and HLC (Higher Learning Commission) requirements.
Comply with FERPA (Family Education and Rights Privacy Act) regulations.
Interpret and implement established policies and procedures.
Oversee daily operations of Center for Learning in Retirement office with professionalism and efficiency.
Provide administrative support to Program Director.
Answer department phone and assist callers and office walk-ins.
Solve practical problems and respond to immediate needs in a variety of situations by utilizing excellent multi-tasking skills.
Register members for classes, maintain wait lists for filled classes, and process annual memberships.
Coordinate class set-ups, including work orders, A/V requests, and class materials.
Assist instructors, class facilitators, and volunteer leaders as needed.
Provide training to and functional supervision of volunteers to promote efficiency.
Function effectively as part of a team to achieve program goals in a high-energy environment.
Maintain updated membership database in Access and coordinate monthly membership renewal process.
Maintain accurate accounting records for class registrations and memberships and make regular deposits to Accounts Receivable Department.
Initiate check requests and requisitions and submit to Accounts Payable Department.
Process financial scholarships and donations in coordination with RVC Foundation and Accounts Receivable Department.
Maintain data bases for program mailing lists and coordinate bulk mailings with Mail Distribution Center.
Maintain the master course file within the College's mainframe operating system and process class changes and cancellations as needed.
Prepare programmatic reports from Access and Colleague as requested.
Extract and manipulate programmatic financial/enrollment data from Colleague for semester reporting.
Assist with administration of departmental budget and financial transactions.
Reconcile monthly purchase card expenses.
Liaise with other departments within the college to ensure the program runs smoothly.
Assist with the production and proofing of the class catalog each semester.
Load all classes into Colleague each semester and reserve classrooms.
Assist with the planning and coordination of annual events and special projects/events.
Prepare and send program correspondence via mail and e-mail.
Provide hospitality to members, including the purchase of food and supplies and daily set-up of refreshments.
Order class supplies and process reimbursement requests.
Order office and program supplies and maintain inventory.
Operate office machines/equipment and perform minor preventative maintenance
Utilize advanced computer skills and knowledge for a variety of tasks and duties.
Maintain and update department website pages.
Facilitate communication at all levels with sound judgment and skill.
Maintain high level of confidentiality and discretion.
Attend meetings and trainings as requested.
Regular attendance is expected.
Using tact and courtesy, the ability to establish and maintain effective relationships with persons contacted in the course of work.
Other duties as assigned.
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.
Associate's degree in related field or equivalent combination of education and experience. 12 months of related office/customer service experience in an administrative assistant position is preferred. Experience working with older adults and/or volunteers preferred. Ability to use independent judgment and function autonomously. Excellent written and oral communication skills. Advanced computer skills required. Ability to supervise and train others.
The employee regularly works in an office setting, while performing the duties of this job.
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.
Rock Valley College