Administrative Assistant III (Bilingual Preferred)

Rogue Community College•Medford, OR

7d•Onsite

About The Position

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.

Requirements

An Associate’s degree in Business Administration, Office Administration, Education, Human Services, or a related field.
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).
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.
Customer service and relationship building.
Verbal and written communication.
Organization and prioritization.
Data entry and records management.
Event and workshop coordination.
Use of standard office technology and software.
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.
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 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.
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.

Responsibilities

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.
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.
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.
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.