Administrative Assistant III - IT & Business Office

Rogue Community College • Grants Pass, OR

52d • Onsite

About The Position

The Administrative Assistant III provides high-level administrative and operational support to the Chief Information Officer (CIO) and Chief Financial Officer (CFO), assisting with the coordination of projects, communications, and departmental operations across both Information Technology and Finance. This position manages calendars, meetings, reports, and documentation, serving as a primary point of contact for internal and external stakeholders and ensuring efficient cross-departmental workflow. The role requires professionalism, confidentiality, and independent judgment in supporting two critical administrative functions within the College.

Requirements

• Education - an Associate's degree in business, office administration, accounting, or a related field is required.
• Experience - a minimum of two years of progressively responsible experience in administrative support, preferably in an information technology, finance, or higher education environment.
• Knowledge - This position requires thorough knowledge of general office practices, procedures, and recordkeeping; business English, composition, and basic accounting or budget tracking. The incumbent must be proficient with Microsoft Office 365 applications and enterprise systems, such as Jenzabar (JICS), SoftDocs, and Teams. Understanding departmental processes related to Information Technology and Finance-including purchasing workflows, data handling protocols, and confidentiality standards-is essential. Knowledge of college policies, administrative procedures, and customer service principles is also required to support efficient and accurate operations across both departments.
• Skills - Strong organizational and time management skills are required to coordinate multiple priorities and meet deadlines. Advanced computer proficiency is essential, particularly in Excel, Word, Outlook, and other Microsoft Office tools used for reporting, documentation, and communication. The incumbent must demonstrate excellent written and verbal communication skills, including proofreading and editing for clarity, accuracy, and tone. A high level of attention to detail is required when preparing financial documents, reconciling data, or maintaining records. Strong interpersonal and customer service skills are necessary to provide professional, courteous, and responsive support to internal and external stakeholders.
• Abilities - Must be able to work independently with minimal supervision while exercising sound judgment and discretion. The position requires the ability to interpret and apply college policies, procedures, and guidelines accurately in daily work. The incumbent must maintain confidentiality with sensitive employee, financial, and system information while fostering cooperative working relationships across departments. Adaptability and flexibility are essential to manage shifting priorities, systems, and technologies. The role requires initiative, reliability, and integrity, with professionalism and accountability demonstrated in all interactions.
• 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.

Nice To Haves

• Bachelor's degree
• Experience with enterprise systems (Jenzabar, SoftDocs, Teams)

Responsibilities

• Provide high-level administrative support to the CIO and CFO, managing calendars, meetings, and departmental communications.
• Prepare correspondence, reports, spreadsheets, and presentations using Microsoft Office Suite and college systems.
• Coordinate purchasing, travel, and budget-related processes; reconcile purchase orders, credit card statements, and reimbursements in Jenzabar (JICS,SoftDocs and college systems.
• Maintain organized electronic and physical records for both departments in compliance with retention and audit requirements.
• Prepare agendas, take and distribute meeting minutes, and support assigned committees or work groups.
• Serve as a point of contact for internal and external inquiries for IT and Finance departments.
• Support department-wide projects by coordinating timelines, gathering data, and monitoring progress.
• Assist with onboarding and access setup for new employees and student workers.
• Maintain supplies, equipment, and shared workspaces; coordinate maintenance or repairs.
• Provide cross-coverage for other administrative staff during absences or peak workload periods.
• Track departmental projects and assist with financial recordkeeping related to technology and fiscal initiatives.
• Compile data for budget preparation, audit requests, and compliance reporting.
• Collaborate with staff to ensure expenditures align with budgets and purchasing procedures.
• Support grant or special fund tracking to maintain financial integrity and audit readiness.
• Serve on or support committees, work groups, and process improvement initiatives.
• Participate in professional development and training to stay current with college systems and procedures.
• Perform other duties as assigned.

Benefits

• Rogue Community College is considered a qualifying public employer for the purposes of the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness program, full-time employees working at the College may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: Associate degree