Administrative Assistant II

Overview

Position Title: Administrative Assistant II

Department: Communications and Humanities (COH)

Division: Communications and Humanities (COH)

Employee Status: Full-time

Type: Support Staff Association (SSA-Union)

Grade: 8

Salary: ($17.73 -$19.78 hourly)

FLSA: Non-exempt

ICCB Classification: Clerical

Issued: 2007

Revised: 10-15, 8-20, 1-26

Final date to receive applications: February 8, 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: Dean of Communications and Humanities

Supervision Exercised: Supervision may be exercised over student workers.

Job Summary

Under limited and regular 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.

include the following. Related duties may be assigned.

• Proficient in using all methods of telecommunications (phone, email, text, etc.)
• Resolve inquiries, refer to appropriate departments and provide resource materials; maintain accurate knowledge of college-wide resources in order to respond to questions for both internal and external customers.
• Receive telephone calls, answer program questions, take messages, and refer calls to the appropriate staff or college department.
• Independently prepare correspondence, reports, and memos.
• Assist with the payroll process for all divisional instructors.
• Maintain the inventory of the Faculty Service Office and order supplies
• Assist in finding student workers and providing supervision for the student worker in the Faculty Service Office.
• Assist faculty and Dean in coordinating special events including field trips, guest speakers, and student award ceremonies.
• Process reimbursement requests.
• Assist in providing reports regarding budgets, grants, financial processes
• Facilitate communication at all levels with sound judgment and skill.
• Assist in entering the Communications and Humanities course schedules and maintain courses in Colleague.
• Coordinate supervisor's schedule and make appointments.
• Coordinate and set up meetings, reserve and prepare facilities, and record notes/minutes of meetings.
• Prepare and monitor budgets and reports.
• Order and maintain supplies, and arrange for equipment maintenance for the division office and academic departments.
• Attend meetings as needed. Take minutes/notes as necessary/assigned.
• Serve on appropriate college committees that relate to position and department functions.
• Using tact and courtesy, the ability to establish and maintain effective relationships with persons contacted in the course of work.
• Maintain high level of confidentiality and discretion.
• Regular attendance is expected.
• Related duties as assigned.

Minimum Qualifications

• High School diploma/GED required with 2-3 years of progressively responsible administrative or office support experience, preferably in an educational, governmental, or professional office setting.
• Experience providing customer service to internal and external stakeholders.

Preferred Qualifications

• Associate's degree from two-year college or technical school.
• Experience supporting faculty, academic departments, or senior-level administrators.
• Experience supervising or coordinating student workers.
• Familiarity with higher education policies, procedures, or shared governance structures.

Required Attributes

• Ability to read, understand and express oneself clearly.
• Ability to read and interpret documents such as faculty contracts, policy manuals, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Windows, Microsoft Word, Excel (spreadsheet design and entry), database entry, and ability to learn the college's administrative software system.
• Excellent customer service ability

While performing the duties of this job, the employee regularly works in an office setting.

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.