Administrative Assistant II

Position Title: Administrative Assistant II

Division: Dean of Students (DOS)

Department: Dean of Students (DOS)

Employee Status: Full-time

Group: Support Services Association (SSA-Union)

Grade: 8

Salary: ($18.25 - $22.14 hourly)

FLSA: Non-exempt

ICCB Classification: Clerical Staff

Issued: December 2017

Updated: 04/19, 8/2026

Application Deadline: Sunday, August 16, 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: Direction is received from the Dean of Students

Supervision Exercised: Supervision may be exercised over student employees

Job Summary

Provide advanced office management to the Dean of Students office; including assistance with the department of Student Life, Personal & Success Counseling, 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.

Essential Duties and Responsibilities include the following. Additional related duties may be assigned.

• Proficient in using various communication methods.
• Coordinate supervisor's schedule and make appointments.
• Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities, and record notes/minutes of meetings.
• Word process complex materials; editing for grammar and content. Perform computations and routine statistical analysis regarding budgets, case resolution data, financial processes, and government reports.
• Read and route incoming mail.
• Independently prepare correspondence, reports, and memos.
• Facilitate communication at all levels using sound judgment and skill.
• Maintain accurate knowledge of college-wide resources in order to respond to questions for both internal and external customers.
• Proofread completed documents to check for errors and make corrections.
• Organize and maintain file system, and file correspondence and other records.
• Arrange and coordinate travel schedules and reservations.
• Prepare and monitor budgets and reports.
• Make copies of correspondence and other printed materials.
• Prepare outgoing mail and correspondence; including e-mail and faxes.
• Utilize comprehensive knowledge of all activities of college and office, and facilitate others as appropriate.
• Order and maintain supplies.
• Arrange for equipment maintenance.
• Attend meetings as needed and take minutes/notes as necessary/assigned.
• Regular attendance is expected.
• Use tact and courtesy to establish and maintain professional working relationships.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and be willing to participate in professional development trainings, such as diversity, inclusion, and Title IX. 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

• Associate's degree from an accredited college or technical school. In lieu of an associate's degree, one (1) to three (3) years of directly related experience is required.
• Professional experience working with Microsoft Word, Microsoft Excel (spreadsheet design and entry), database entry, and Web page maintenance.

Required Attributes

• Ability to read, understand, and express oneself clearly.
• Ability to read and interpret documents such as faculty contract, 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.
• Ability to learn the college's administrative software system.
• Excellent verbal communication skills.

Work Environment

While performing the duties of this job, the employee works indoors.

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:

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.