Deans' Assistant

Rogue Community College welcomes applications for a full-time Deans' Assistant.

Screening Date: Review of applications is scheduled to begin Thursday, 11/12/26

Position Summary

Provides administrative, operational, and fiscal support to all college deans in support of instructional and student services functions. Coordinates administrative processes and communication among the deans, faculty, staff, students, and external partners. Supports budget monitoring and grant-related recordkeeping within established college procedures and grant requirements. Handles sensitive student and personnel information with discretion and maintains confidentiality in performing assigned responsibilities.

Examples of Duties - Essential Functions

Primary Responsibilities

Administrative & Multi-Dean Support

• Provide administrative support and coordinate daily office activities across college deans, including calendar management, appointments, and travel arrangements.
• Coordinate administrative support for division meetings, advisory committees, TRC Ad-Hoc teams, and other assigned groups; prepare agendas, record minutes, and track assigned follow-up actions.
• Support deans with confidential student affairs documentation, including academic complaints and grievances, student discipline, CARES Team tracking, and incident records.
• Draft, format, edit, and proofread correspondence, reports, statistical summaries, policy handbooks, and board presentation materials.
• Assist deans in tracking departmental and institutional goals, gathering information, and coordinating assigned activities related to strategic projects.

Financial, Grant & Budget Support

• Establish and maintain grant tracking and recordkeeping systems to monitor expenditures, milestone progress, and reporting requirements under established grant guidelines.
• Review General Fund and grant account expenditures, identify budget variances, and assist deans and program directors in forecasting remaining balances.
• Prepare, process, and track purchase orders, invoices, mileage reimbursements, travel requests, and per diem documentation through established college procedures.
• Assist in resolving purchasing and budget discrepancies with Accounting/Grants staff; refer questions about spending authorization or grant allowability to the responsible staff.
• Maintain organized financial records and provide documentation for accounting and audit reviews.

Academic, Faculty & Personnel Operations

• Establish and maintain grant tracking and recordkeeping systems to monitor expenditures, milestone progress, and reporting requirements under established grant guidelines.
• Review General Fund and grant account expenditures, identify budget variances, and assist deans and program directors in forecasting remaining balances.
• Prepare, process, and track purchase orders, invoices, mileage reimbursements, travel requests, and per diem documentation through established college procedures.
• Assist in resolving purchasing and budget discrepancies with Accounting/Grants staff; refer questions about spending authorization or grant allowability to the responsible staff.
• Maintain organized financial records and provide documentation for accounting and audit reviews.

Customer Service & Office Operations

• Screen and respond to calls, emails, and visitors; provide information about academic programs, prerequisites, enrollment steps, and campus resources, and make appropriate referrals.
• Maintain electronic and paper filing systems; archive and purge records according to college records retention schedules and applicable confidentiality requirements.
• Order and inventory office supplies, submit equipment maintenance requests and facilities work orders, and distribute mail.
• Coordinate room reservations, venue arrangements, catering, attendance records, and marketing support for campus events, workshops, and committee meetings.
• When assigned, coordinate student employee schedules, daily tasks, and office coverage within established departmental expectations and budget limits.

Other Duties as Assigned

• May participate in College committees as assigned
• Engages in professional growth opportunities as assigned
• Performs other duties as assigned

Institutional Expectations

• Demonstrates our core values of integrity, collaboration, diversity, equity, and inclusion, sustainability, and courage.
• Actively contributes to a culture of respect and inclusivity by collaborating effectively with students, colleagues, and the public from diverse cultural, social, economic, and educational backgrounds.
• Participates in recruitment and retention of students at an individual and institutional level in promotion of student success.
• Embraces and leverages appropriate technology to accomplish job functions.
• Provides high-quality, effective service through learning and continuous improvement.

Screening Date: Review of applications is scheduled to begin Thursday, 11/12/26

Why Work at RCC?

Rogue Community College is a rewarding workplace where our employees enjoy helping others transform their lives through education. For the last 50 years, RCC has served as an important economic engine for the Southern Oregon community. With three unique campuses in Grants Pass, Medford and White City, Rogue is a comprehensive public community college serving about 14,000 individual learners, or 5,700 FTE, each year. We are committed to hiring a diverse faculty and staff who uphold our mission, vision and values.

Living in the Rogue Valley

Southern Oregon's beautiful Rogue Valley offers vibrant cultural and recreational opportunities along with friendly people and a mild climate. Conveniently situated along Interstate 5, the Rogue Valley is home to Southern Oregon University, the Oregon Shakespeare Festival, the Britt Music & Arts Festival and a wonderful menu of restaurants, wineries and breweries. Outdoor recreation enthusiasts will enjoy the Valley's plentiful opportunities for hiking, cycling, rafting, fishing, camping and golfing as well as easy access to Crater Lake National Park, the Oregon Caves and the scenic Oregon and Northern California coast.

Diversity

RCC is committed to a culture of civility, respect, and inclusivity. We are an equal opportunity employer actively seeking to recruit and retain a diverse workforce that includes members of historically underrepresented groups and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.

Benefits and Retirement

In addition to rewarding career opportunities, RCC offers an excellent comprehensive benefits package to employees and eligible dependents. The following core benefits are made available through the Oregon Educators Benefit Board (OEBB): complete employer-paid health insurance packages, employer-paid group life and AD&D insurance,]optional life and AD&D insurance, long and short-term disability insurance, long-term care insurance, employee assistance program, individual offerings from AFLAC and Colonial, flexible spending accounts, and health savings accounts. Additional benefits include generous paid leaves, tuition waivers, and on-campus wellness activities. Qualifying employees will contribute to the Public Employee's Retirement System (PERS) and have the opportunity to enroll in optional 403(b) and 457(b) deferred compensation plans.

This is a Full-time Classified, 40 hour per week (100%) position in the Student Learning & Success department. Starting compensation is entry-level for Group 6 on the 2026-27 Classified Wage Schedule.

Screening Criteria

Minimum Qualifications

• Education – An Associate’s degree in business administration, office administration, business technology, or related area is required.
• Experience – A minimum of three years of progressively responsible administrative, secretarial, fiscal support, or high-volume customer service experience.

Only degrees received from an accredited institution will be accepted: accreditation must be recognized by the office of degree authorization, US Department of Education, as required by ORS 348.609. Final candidate will be required to provide official transcripts for required degree.

Any satisfactory equivalent combination of education and experience which ensures the ability to perform the essential functions of the position may substitute for the requirement(s). Please see our Applicant Guide for more information on education/experience equivalency guidelines.

Preferred Qualifications

• Bachelor’s degree in business administration, public administration, or a related field.
• Administrative experience in a community college or other higher education setting.
• Experience supporting Career and Technical Education programs.
• Experience with grant recordkeeping, expenditure tracking, or budget monitoring.

Essential Knowledge, Skills, & Abilities (Core Competencies)

• Knowledge – College organizational structure, instructional procedures, and academic policies; general accounting, bookkeeping, and grant expenditure tracking; business English, composition, spelling, and proofreading; office software applications, including Microsoft Office Suite, spreadsheets, databases, and scheduling systems.
• Skills – Advanced administrative support; tracking grant expenditures and reporting requirements; written and verbal communication; calendar management and event coordination; customer service, conflict de-escalation, and diplomacy.
• Abilities – Keyboard accurately at 60 wpm; manage competing priorities across multiple deans; maintain confidentiality of student, personnel, and other sensitive information; independently plan and organize work within established procedures; exercise judgment about when to resolve matters or refer them for guidance; represent the College professionally.

Other Requirements

• For assignments requiring operation of a motor vehicle, possession of a valid Oregon Driver’s License or the ability to obtain one within 30-days of employment, and maintenance of an acceptable driving record are required.

Remote Work Options (see AP 7239 Working Remotely for more details)

• This position functions as an in-person work arrangement, working on-campus with either a set schedule or flexibility depending on operational needs.

Physical Demands

The physical demands listed below represent those that must be met by an incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.

• Frequent sitting for extended periods while performing computer work and attending meetings. Regular use of hands and fingers to operate keyboards, phones, and other office equipment. Frequent talking and listening/hearing; occasional walking and standing; and occasional bending and reaching. Lifting and moving light office materials, including paper, books, and supplies, with occasional lifting of items weighing up to 25 pounds.

Working Conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this position, the employee is primarily working indoors in an office environment. The employee is not exposed to hazardous conditions. The noise level in the work environment is usually moderate and lighting is adequate.

For full details and to apply, click the blue "Apply" button at the top of this page. To find other job opportunities at RCC, please visit our website at http://jobs.roguecc.edu.