Administrative Assistant III
The primary purpose of this position is to provide advanced administrative and student support services for Rogue Community College's GED, Adult Education, English Language Acquisition (ELA), Spanish GED, and Integrated English Literacy and Civics Education (IELCE) programs. This position serves as a primary point of contact for students, faculty, staff, and community partners; assists prospective and current students with admissions, onboarding, registration, referrals, and navigation of college services; maintains student and program records; supports state, federal, and grant reporting requirements; and provides bilingual communication and outreach support. The position performs advanced office coordination and administrative functions that support student success, program operations, and compliance requirements within the GED & Pre-College Education Department. This position is assigned at 0.50 FTE (20 hours per week) and responsibilities are proportionate to the assigned FTE.
Examples of Duties - Essential Functions
Administrative Operations and Compliance (40%) Track, verify, enter, and maintain student and program information in college and program databases. Maintain records required for Adult Education, GED, ELA, IELCE, and institutional reporting. Assist with preparation of reports, correspondence, spreadsheets, and other administrative documents. Process approved vouchers, waivers, purchase requests, reimbursements, and related program transactions. Schedule appointments, meetings, orientations, assessments, and program activities. Maintain confidential student and program records in accordance with applicable regulations and college policies. Maintain inventories of IELCE equipment, instructional resources, and related materials. Prepare agendas, meeting materials, and notes as assigned. Assist with budget tracking and documentation as assigned. 40% = 8 hours per week*
2. - Student Services and Customer Support (30%) Provide welcoming, inclusive, and culturally responsive service to students, staff, faculty, and community members. Serve as a primary point of contact for GED, Adult Education, ELA, Spanish GED, and IELCE students. Respond to inquiries regarding program eligibility, enrollment processes, schedules, services, and resources. Assist students with admissions, placement processes, orientation, registration, vouchers, waivers, and basic navigation of college systems. Coordinate referrals to faculty, advisors, enrollment services, financial aid, and other student support resources. Monitor student participation through established processes and conduct follow-up communications to support engagement and retention. Collaborate with Academic Affairs, Student Learning & Success, and Enrollment Services staff to support student success. Maintain confidentiality and professionalism when working with student records and personal information. 30% = 6 hours per week*
3. - Program Support and Outreach (25%) Support recruitment activities for GED, Adult Education, ELA, Spanish GED, and IELCE programs. Communicate program information to prospective students, community organizations, educational partners, and service agencies. Assist with outreach events, orientations, workshops, and informational sessions as workload permits. Assist with development and distribution of promotional and informational materials. Translate essential departmental communications, forms, and informational materials between English and Spanish. Support departmental retention and student engagement initiatives. Assist with coordination and work direction of student employees assigned to the department. May assist with occasional evening activities as approved by the supervisor. 25% = 5 hours per week*
4. - Other Duties as Assigned (5%) Participate in college committees as assigned. Engage in professional development activities. Attend departmental and college meetings. Perform other duties as assigned consistent with the classification. 5% = 1 hour per week*
*Percentages and estimated hours per week are provided for illustrative purposes and may vary based on operational, program, and student needs.
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 Criteria
Minimum Qualifications Education An Associate's degree in Business Administration, Office Administration, Education, Human Services, or a related field. Experience A minimum of two years progressively responsible administrative support, office coordination, student services, or related 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.
2. - Preferred Qualifications Bachelor's degree. Experience working with Adult Education, GED, ELA/ESL, workforce development, community-based programs, or higher education. Experience maintaining records and preparing reports in student information or data management systems. Experience working with culturally and linguistically diverse populations. Knowledge of GED, Adult Education, ELA, and IELCE programs. Bilingual fluency in Spanish. This position is designated as preferring bilingual fluency in Spanish. Proficiency will be determined by a college-approved certification professional. Proficiency is defined by the ability to express yourself over a broad range of topics at a normal speed. You may have a noticeable accent and will make grammatical errors, for example with advanced tenses, but the errors will not cause misunderstanding to a native speaker. It is the responsibility of the employee to maintain bilingual skills throughout the duration of employment. A bilingual pay differential may apply to this role upon certification.
3. - Essential Knowledge, Skills, & Abilities (Core Competencies) Knowledge Modern office practices, procedures, recordkeeping, and business communications. Student services and customer service principles. Data management and reporting processes. Microsoft Office Suite and database systems. Confidentiality requirements, FERPA, and records management practices. Adult Education, GED, ELA, and IELCE programs and related operations. Skills Customer service and relationship building. Verbal and written communication. Organization and prioritization. Data entry and records management. Event and workshop coordination. Bilingual communication and translation (preferred). Use of standard office technology and software. Abilities Manage multiple priorities and deadlines. Work independently while exercising sound judgment. Maintain confidentiality. Establish effective working relationships with students, faculty, staff, community organizations, and the public. Communicate effectively with diverse populations. Interpret and explain policies, procedures, and program information. Provide culturally responsive services.
4. - 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.
5. - 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.
6. - 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. Manual dexterity and coordination are required for more than half of the work period while operating computers, keyboards, telephones, calculators, and other standard office equipment. The position requires prolonged periods of sitting, with frequent use of hands and fingers for keyboarding and other repetitive motions. Employees frequently communicate verbally and in writing and must be able to effectively hear and exchange information in person and by telephone. The employee frequently sits and occasionally stands, walks, reaches, bends, stoops, and lifts or moves materials weighing up to 25 pounds. The position requires sufficient mobility to access offices, classrooms, meeting spaces, and storage areas and to perform routine office and event support activities.
7. - 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.
Additional Posting Information
This is a Part-time Classified, 20 hour per week (50%) position in the GED & Pre-College Education Program department. Starting compensation is entry level for Group 5 on the 2026-27 Classified Wage Schedule. Position is fixed-term/grant funded through 6/30/2027, renewed annually, with continuation dependent upon funding. Fixed-term/grant funded positions do not accrue seniority. Position will remain open until filled, with screening scheduled to begin 9/16/2026. Applications received after the screening date are not guaranteed review. Documents required for submission include a cover letter and resume. Applications missing any of the listed required documents may be considered incomplete and ineligible for further review.
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