1 Administrative Assistant II - Center for Learning and Retirement (CLR) Job in Rockford, IL

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Administrative Assistant II - Center for Learning and Retirement (CLR)

Rock Valley College

Rockford, IL | Full Time

$44k-55k (estimate)

6 Months Ago

Administrative Assistant II - Center for Learning and Retirement (CLR)

Rock Valley College Rockford, IL

$44k-55k (estimate)

Full Time 6 Months Ago

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Rock Valley College is Hiring an Administrative Assistant II - Center for Learning and Retirement (CLR) Near Rockford, IL

JobID: 1916

Position Type:
Support Staff

Date Posted:
11/30/2023

Location:
Main Campus Position Title: Administrative Assistant II -Center for Learning and Retirement (CLR)
Department: Center for Learning in Retirement (CLR)
Division: Business & Learning Support (BLS)
Employee Status: Full-time (8am-5pm Monday – Friday)
Type: Support Staff Association (SSA-Union)
Grade: 8 ($19.00-$20.00 hourly)
FLSA: Non-exempt
______________________________________________________________________________
Reporting Relationships
Reports to: Supervision is received from the Program Director, Center for Learning in Retirement.
Supervision Exercised: Supervision may be exercised over volunteers.
Job Summary
Provide a broad range of program assistance to Rock Valley College’s Center for Learning in Retirement as part of a high-functioning team.
Essential Duties and Responsibilities include the following. Related duties may be assigned.

Provide exceptional customer service to internal and external constituents through professionalism and efficiency.

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.

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 and maintain annual membership database.

Provide hospitality to members by coordinating and arranging class set-ups, including work orders, A/V requests, and class materials.

Assist instructors, class facilitators, and volunteer leaders as needed.

Coordination of online classes, including collaborative classes with other community colleges.

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 accurate accounting records for class registrations, memberships, scholarships and donations in coordination with the RVC Foundation and make regular deposits to Accounts Receivable Department.

Initiate check requests and requisitions and submit to Accounts Payable 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, extract, manipulate programmatic financial/enrollment data and reports as requested.

Assist with administration of departmental budget and financial transactions.

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.

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.

Liaise with Marketing to maintain and update department website pages and social media applications.

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.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimum Qualifications
1. Associate’s degree in related field or equivalent combination of education and experience.
2. Twelve months of related office/customer service experience in an administrative assistant position is preferred.
3. Experience working with older adults and/or volunteers preferred.
4. Ability to use independent judgment and function autonomously.
5. Excellent written and oral communication skills.
6. Advanced computer skills required.
7. Experience in training of skills and projects.
Work Environment
The employee regularly works in an office setting, while performing the duties of this job.
Physical Demands
Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without accommodations.

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