Administrative Assistant for Student Affairs

Rocky Vista University LLC; United States; Hybrid; USD 28,000 - 31,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

Paid Vacation (2 weeks)

Sick Days

Paid Holidays

401(k) match

Job summary

Rocky Vista University in Billings, MT is hiring an Administrative Assistant for Student Affairs (Full-Time) to provide administrative support for the Office of Student Affairs. Responsibilities include handling calls, scheduling, expense reports, budgeting assistance, and coordinating events.

The role requires strong organizational and communication skills, confidentiality handling, and proficiency with MS Office and Google Workspace.

Qualifications

• High School Diploma or equivalent.
• At least two (2) years of clerical/office experience.
• Outstanding organizational and communication skills.
• Ability to handle high level confidential material with attention to detail.
• Proficiency with Windows, Microsoft Word, Excel, PowerPoint, and Outlook.
• Experience with Google Sheets, Docs, Presentations.

Responsibilities

• Answer phone calls and emails and route to appropriate people.
• Manage expense reports and reimbursements for the Associate Dean of Student Affairs.
• Process purchasing requisitions and orders departmental supplies.
• Schedule appointments/meetings/interviews for the Student Affairs team.
• Track tutoring services and payroll for tutors.
• Assist budgeting process for the Office of Student Affairs.
• Take meeting minutes and distribute them accordingly.
• Coordinate travel arrangements and reimbursements.

Skills

Organizational skills

Communication skills

Confidentiality handling

Time management

Problem solving

Education

High School Diploma or equivalent

Associate or Bachelor’s Degree (preferred)

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Windows OS

Google Sheets

Google Docs

Google Slides

Canvas

Job description

Location, Job Title, Benefits

Rocky Vista University in Billings, MT has an opening for an

Administrative Assistant for Student Affairs (Full-Time)

To be considered for this position applicants should submit a resume/cover letter and salary requirements on our Careers page at www.rvu.edu.

SALARY

$20.00-$22.75+per hour, the posted salary range represents the minimum to the midpoint within RVU’s compensation plan. RVU’s full compensation structure provides a minimum to a maximum range. The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to skill, knowledge, experience, education, and credentials.

BENEFITS

• RVU offers a full benefits package that includes Health, Dental and Vision insurance, along with 2 weeks (minimum) accrued paid vacation days per year, 12 accrued sick days per year, personal days, 13 ½ paid holidays and 401(K) match up to 7% based on employee’s contribution.

Join us in an environment where in-office work is the primary focus, complemented by hybrid work flexibility for eligible positions.

Commitment to Inclusive Excellence: We are Rocky Vista University (RVU), a diverse, equitable, and inclusive healthcare education university that recognizes, values, and respects the commonalities and differences reflected in our students, staff, faculty, and alumni. We strive to be compassionate healthcare educators and practitioners who embrace and champion diversity, equity, and inclusion.

RVU is proud to be an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by law.

Primary Purpose

The Administrative Assistant for Student Affairs will provide administrative assistance for various personnel in the Office of Student Affairs.

Essential Job Functions

• Answer phone calls and emails, and route to appropriate people as necessary.
• Manages expense reports and reimbursements for the Associate Dean of Student Affairs.
• Processes purchasing requisitions and orders departmental supplies as needed.
• Schedule appointments/meetings/interviews for the Student Affairs team as needed.
• Assist in tracking tutoring services and payroll for tutors.
• Assist and reconcile the budgeting process for the Office of Student Affairs.
• Assist all team members in completion of projects, tasks, events, meetings as requested by the Associate Dean of Student Affairs.
• Take minutes at scheduled meetings in the Office of Student Affairs and distribute accordingly.
• Assist in event planning and preparation for Student Affairs.
• Work collaboratively and collegially with other members of the RVU team.
• Help build a culture that respects, values, and promotes diversity, equity, and inclusion.
• Develop and distribute departmental communications, promotional materials, presentations, and digital content.
• Serve as administrative support for multiple Committees, maintaining confidential records and coordinating committee activities.
• Be the course admin for the Foundations (orientation course) which includes working within Canvas, tracking and taking attendance, coordination of the schedule and events, etc.
• Administer departmental tracking systems and electronic records.
• Coordinate departmental travel arrangements, including itineraries, registrations, and reimbursement documentation.
• Other duties as assigned by the Associate Dean of Student Affairs

Marginal Job Functions

• Provide cross-coverage for administrative tasks for the Office of Student Affairs

Required Knowledge, Skills, and Abilities

• Outstanding organizational and communication skills.
• Demonstrate intermediate skill level or higher data entry knowledge and computer skills including Windows, Microsoft Word, Excel, PowerPoint, and Outlook.
• Proficiency in such web-based programs as Google Sheets, Docs, Presentations.
• Ability to work with high level of confidential material with an attention to detail.
• Ability to problem solve innovatively.
• Ability to work effectively and collaboratively in a team-based environment.
• Demonstrate effective time management skills and ability to meet deadlines.
• Demonstrated commitment to valuing equity, diversity and contributing to an inclusive working and learning environment.

Minimum Qualifications

• High School Diploma or equivalent.
• At least two (2) years of previous clerical/office experience.

Preferred Qualifications

• Associate's or Bachelor's Degree from an accredited institution.
• Professional background in academic environment.
• Experience in organizing or supporting student life activities.

Final applicant will be required to pass background check and drug screening.

Qualified applicants will be contacted. There may be an additional video interview for you to complete. Please watch your email including spam and promotions folder.

Rocky Vista University is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities, and will make reasonable accommodation when necessary. The following are essential abilities and physical requirements for all positions at the University.

• Ability to orally communicate effectively with others;
• Ability to communicate effectively in writing, using the English language;
• Ability to work cooperatively with colleagues and supervisory staffs at all levels;
• May be exposed to short, intermittent, and/or prolonged periods of sitting and/or standing in performance of job duties;
• May be required to accomplish job duties using various types of equipment/supplies to include, but not limited to, pens, pencils, calculators, computer keyboards, telephone, etc.;
• May be required to transport oneself to other campus offices, conference rooms, and on occasion, to off-campus sites to attend meetings, conferences, workshops, seminars, etc.

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