Job Description

Position Title: Administrative Assistant II
Department: Records and Registration (RER)
Division: Academic Affairs (ACA)
Employee Status: Continuous Part-Time (*up to 25 hours per week)
Hours: Monday-Thursday 8:00am-6:00pm and Friday 8:00am-5:00pm
Type: Support Staff Association (SSA-Union)
Grade: 8
Salary: ($18.67-$20.00 hourly)
FLSA: Non-exempt
ICCB Classification: Clerical
Issued: 5-16
Revised: 8-2020, 8-2026
Employment Notice: 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.
Application Deadline: September 6th, 2026

Reporting Relationships
Reports to: Director of Records and Registration/Registrar
Supervision Exercised: Supervision may be exercised over student workers.

Provide support and service to the Records and Registration Office by being the main presence at the front desk. Using independent judgment, and minimal supervision, provide advanced clerical support involving multiple software and complex office equipment. Must exercise advanced reasoning and mature critical and analytical thinking skills. Help Registrar lead and support customer service standards and service. 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. Related duties may be assigned.

1. Process applications, forms, and student requests through the College's Customer Relationship Management (CRM) system.
2. Monitor and manage CRM work queues to ensure timely processing of applications, tasks, and student requests.
3. Verify application information and supporting documentation for accuracy and completeness prior to processing or routing.
4. Assist students with basic CRM account access, password resets, and navigation issues, referring complex technical issues as appropriate.
5. Identify and report suspicious or potentially fraudulent applications, documentation, or student activity in accordance with College procedures.
6. Greet and assist guests/customers/students to the Records and Registration Office by being the main presence at the front desk.
7. Assist in processing applications/registering students for Continuing/Community Education, RAISE, WEI, and other non-credit programs as needed.
8. Read and route incoming mail.
9. Independently make decisions that are right for the student and within the stated guidelines of the college, while using tact and service focused communication.
10. Resolve Record and Registration 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.
11. Independently prepare correspondence, reports, and memos, when asked.
12. Make copies of correspondence or other printed materials. Maintain student records by electronically scanning them to individual records.
13. Prepare outgoing mail and correspondence, including e-mail and faxes.
14. Order and maintain supplies, and arrange for equipment maintenance.
15. Attend meetings as needed. Take minutes/notes as necessary/assigned.
16. File, or code and arrange filing of, completed documents as well as purge files in accordance with statutory governmental regulations and/or college guidelines. Maintain filing system.

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
Associate's degree or equivalent from two-year college or technical school; or six to twelve months related experience and/or training in customer service; or equivalent combination of education and experience.

1. Ability to read, understand and express oneself clearly.
2. Ability to read and interpret documents such as faculty contract, policy manuals, and procedure manuals.
3. Ability to write routine reports and correspondence.
4. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
5. Windows, Microsoft Word, Excel (spreadsheet design and entry), database entry, and ability to learn the college's administrative software system.
6. Excellent oral, written, and electronic communication skills. Facilitate communication at all levels with sound judgment and skill.

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

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.