Deans' Assistant

Rogue Community College • White City, OR

2d • Onsite

About The Position

The Deans’ Assistant provides administrative, operational, and fiscal support to all college deans in support of instructional and student services functions. The role coordinates administrative processes and communication among deans, faculty, staff, students, and external partners; supports budget monitoring and grant-related recordkeeping under college procedures and grant requirements; and handles sensitive student and personnel information confidentially.

The position works under the general supervision of the Dean of Instruction & Student Engagement, who establishes overall expectations and priorities in coordination with other deans. Other deans provide assignments and functional guidance for the areas supported. Supervision is not normally a responsibility, although the assistant may oversee student employees.

This is an in-person, full-time classified position in the Student Learning & Success department, scheduled for 40 hours per week. The employee works primarily indoors in an office environment. Starting compensation is entry-level for Group 6 on the 2026–27 Classified Wage Schedule. The College schedules 15 unpaid closure days annually, separate from paid holidays and applicable leave.

Requirements

• Associate’s degree in business administration, office administration, business technology, or a related area, or a satisfactory equivalent combination of education and experience.
• At least three years of progressively responsible administrative, secretarial, fiscal support, or high-volume customer service experience.
• Knowledge of college organizational structure, instructional procedures, and academic policies; general accounting, bookkeeping, and grant expenditure tracking; business English, composition, spelling, and proofreading; and office software including Microsoft Office Suite, spreadsheets, databases, and scheduling systems.
• Advanced administrative support, grant expenditure and reporting tracking, written and verbal communication, calendar management, event coordination, customer service, conflict de-escalation, and diplomacy skills.
• Ability to keyboard accurately at 60 words per minute; manage competing priorities across multiple deans; maintain confidentiality; plan and organize work within established procedures; exercise judgment about when to resolve matters or seek guidance; and represent the College professionally.
• For assignments requiring operation of a motor vehicle, a valid Oregon Driver’s License or the ability to obtain one within 30 days of employment, and maintenance of an acceptable driving record.
• Required degrees must be from an accredited institution recognized by the Office of Degree Authorization, U.S. Department of Education. The final candidate must provide official transcripts for the required degree.
• Ability to meet the stated physical demands, with reasonable accommodations available for qualified disabilities.

Nice To Haves

• Bachelor’s degree in business administration, public administration, or a related field.
• Administrative experience in a community college or other higher education setting.
• Experience supporting Career and Technical Education programs.
• Experience with grant recordkeeping, expenditure tracking, or budget monitoring.

Responsibilities

• Provide administrative support and coordinate daily office activities across college deans, including calendar management, appointments, and travel arrangements.
• Coordinate administrative support for division meetings, advisory committees, TRC Ad-Hoc teams, and other assigned groups; prepare agendas, record minutes, and track follow-up actions.
• Support confidential student affairs documentation, including academic complaints and grievances, student discipline, CARES Team tracking, and incident records.
• Draft, format, edit, and proofread correspondence, reports, statistical summaries, policy handbooks, and board presentation materials.
• Assist deans in tracking departmental and institutional goals, gathering information, and coordinating assigned activities related to strategic projects.
• Establish and maintain grant tracking and recordkeeping systems for expenditures, milestone progress, and reporting requirements.
• Review General Fund and grant account expenditures, identify budget variances, and assist deans and program directors in forecasting remaining balances.
• Prepare, process, and track purchase orders, invoices, mileage reimbursements, travel requests, and per diem documentation through college procedures.
• Assist with purchasing and budget discrepancies in coordination with Accounting/Grants staff; refer questions about spending authorization or grant allowability to responsible staff.
• Maintain organized financial records and provide documentation for accounting and audit reviews.
• Screen and respond to calls, emails, and visitors; provide information about academic programs, prerequisites, enrollment steps, and campus resources, and make appropriate referrals.
• Maintain electronic and paper filing systems; archive and purge records according to records-retention schedules and confidentiality requirements.
• Order and inventory office supplies, submit equipment maintenance requests and facilities work orders, and distribute mail.
• Coordinate room reservations, venues, catering, attendance records, and marketing support for campus events, workshops, and committee meetings.
• When assigned, coordinate student employee schedules, daily tasks, and office coverage within departmental expectations and budget limits.
• Participate in College committees as assigned, engage in assigned professional growth opportunities, and perform other duties as assigned.
• Demonstrate institutional core values and contribute to a respectful, inclusive culture; support student recruitment and retention, use appropriate technology, and provide high-quality service through learning and continuous improvement.

Benefits

• The College schedules paid holidays and applicable leave; 15 annual closure days are unpaid and separate from these.
• Full-time employees may qualify for Public Service Loan Forgiveness after 120 qualifying monthly payments under a qualifying repayment plan.

What This Job Offers

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