Deans' Assistant

Rogue Community College; White City (OR); On-site; USD 40,000 - 52,000; Full time

Job summary

Rogue Community College seeks a Deans’ Assistant in the Student Learning & Success division. This full-time role provides administrative, operational, and fiscal support to college deans and coordinates communications among deans, faculty, staff, students, and external partners.

Responsibilities include calendar management, meeting coordination, confidential records handling, drafting documents, and monitoring budgets and grants in line with college procedures.

Qualifications

• Education requirement: Associate’s degree in business administration, office administration, business technology, or related area.
• At least three years of progressively responsible administrative experience.
• Ability to handle confidential information with discretion.
• Experience with grant expenditures and budget tracking is preferred.
• Strong written and verbal communication skills.

Responsibilities

• Provide administrative support and coordinate daily office activities across college deans.
• Coordinate meetings, prepare agendas, record minutes, and track follow-up actions.
• Assist with confidential student affairs documentation and records.
• Draft, format, and proofread correspondence and reports.
• Maintain grant tracking and budget documentation.

Skills

Administrative support

Calendar management

Budget tracking

Recordkeeping

Confidentiality

Education

Associate’s degree in business administration

Bachelor’s degree (preferred)

Tools

Microsoft Office Suite

Spreadsheets

Scheduling systems

Job description

Position Title

Deans’ Assistant

Secondary Title

Student Learning & Success

Group / Grade

6

Classification

Classified

Work Location

TRC

Overtime Eligible

Non-Exempt

Division

Student Learning & Success

Department

Student Learning & Success

Reports To

Dean of Instruction & Student Engagement

Supervision Received

Works under the general supervision of the Dean of Instruction & Student Engagement, who establishes overall expectations and priorities in coordination with other deans. Receives assignments and functional guidance from other deans for the areas supported.

Supervisory Responsibility

Supervision is not a responsibility of this position. May oversee student employees.

Position Summary

Provides administrative, operational, and fiscal support to all college deans in support of instructional and student services functions. Coordinates administrative processes and communication among the deans, faculty, staff, students, and external partners. Supports budget monitoring and grant‑related recordkeeping within established college procedures and grant requirements. Handles sensitive student and personnel information with discretion and maintains confidentiality in performing assigned responsibilities.

Primary Responsibilities

1. Administrative & Multi-Dean Support
   • 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 assigned follow‑up actions.
   • Support deans with 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.
2. Financial, Grant & Budget Support
   • Establish and maintain grant tracking and recordkeeping systems to monitor expenditures, milestone progress, and reporting requirements under established grant guidelines.
   • 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 established college procedures.
   • Assist in resolving purchasing and budget discrepancies with Accounting/Grants staff; refer questions about spending authorization or grant allowability to the responsible staff.
   • Maintain organized financial records and provide documentation for accounting and audit reviews.
3. Academic, Faculty & Personnel Operations
   • Establish and maintain grant tracking and recordkeeping systems to monitor expenditures, milestone progress, and reporting requirements under established grant guidelines.
   • 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 established college procedures.
   • Assist in resolving purchasing and budget discrepancies with Accounting/Grants staff; refer questions about spending authorization or grant allowability to the responsible staff.
   • Maintain organized financial records and provide documentation for accounting and audit reviews.
4. Customer Service & Office Operations
   • 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 college records retention schedules and applicable confidentiality requirements.
   • Order and inventory office supplies, submit equipment maintenance requests and facilities work orders, and distribute mail.
   • Coordinate room reservations, venue arrangements, 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 established departmental expectations and budget limits.
5. Other Duties as Assigned
   • May participate in College committees as assigned
   • Engages in professional growth opportunities as assigned
   • Performs other duties as assigned

Institutional Expectations

• Demonstrates our core values of integrity, collaboration, diversity, equity, and inclusion, sustainability, and courage.
• Actively contributes to a culture of respect and inclusivity by collaborating effectively with students, colleagues, and the public from diverse cultural, social, economic, and educational backgrounds.
• Participates in recruitment and retention of students at an individual and institutional level in promotion of student success.
• Embraces and leverages appropriate technology to accomplish job functions.
• Provides high quality, effective service through learning and continuous improvement.

Qualifications & Additional Position Information

Minimum Qualifications

• Education – An Associate’s degree in business administration, office administration, business technology, or related area is required.
• Experience – A minimum of three years of progressively responsible administrative, secretarial, fiscal support, or high‑volume customer service 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). Please see our Applicant Guide for more information on education/experience equivalency guidelines.

Preferred Qualifications

• 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.

Essential Knowledge, Skills, & Abilities (Core Competencies)

• Knowledge – College organizational structure, instructional procedures, and academic policies; general accounting, bookkeeping, and grant expenditure tracking; business English, composition, spelling, and proofreading; office software applications, including Microsoft Office Suite, spreadsheets, databases, and scheduling systems.
• Skills– Advanced administrative support; tracking grant expenditures and reporting requirements; written and verbal communication; calendar management and event coordination; customer service, conflict de-escalation, and diplomacy.
• Abilities – Keyboard accurately at 60 wpm; manage competing priorities across multiple deans; maintain confidentiality of student, personnel, and other sensitive information; independently plan and organize work within established procedures; exercise judgment about when to resolve matters or refer them for guidance; represent the College professionally.

Other Requirements

• 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.

Remote Work Options

• This position functions as an in‑person work arrangement, working on‑campus with either a set schedule or flexibility depending on operational needs.

Physical Demands

The physical demands listed below represent those that must be met by an incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.

• Frequent sitting for extended periods while performing computer work and attending meetings. Regular use of hands and fingers to operate keyboards, phones, and other office equipment. Frequent talking and listening/hearing; occasional walking and standing; and occasional bending and reaching. Lifting and moving light office materials, including paper, books, and supplies, with occasional lifting of items weighing up to 25 pounds.

Working Conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this position, the employee is primarily working indoors in an office environment. The employee is not exposed to hazardous conditions. The noise level in the work environment is usually moderate and lighting is adequate.

This is a Full-time Classified, 40 hour per week (100%) position in the Student Learning & Success department. 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. Annual compensation reflects these unpaid days and is typically based on 1,968 standard hours for a full‑time, year‑round position, prorated according to the position’s authorized percentage.

Opportunity Starts Here – with people who bring curiosity, creativity, and care to their work. At Rogue Community College, we strive to hire and support employees who enrich our community and bring fresh perspectives to our work. Together, we’re creating a welcoming environment where people feel valued and respected, and where innovation grows.

We value the many ways people gain experience and develop skills. If your background doesn’t align perfectly with every qualification, we still encourage you to apply. You might be just what we’re looking for.

Candidates with disabilities requiring accommodation and/or assistance during the hiring process may contact Human Resources at 541-956-7329. Only finalists will be interviewed. All applicants will be notified by email after final selection is made. Final candidate will be required to show proof of eligibility to work in the United States. For positions with a degree required, 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.

Public Service Loan Forgiveness

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. Questions regarding your loan eligibility should be directed to your loan servicer or to the US Department of Education.

Rogue Community College does not discriminate in any programs, activities, or employment practices on the basis of race, color, religion, ethnicity, use of native language, national origin, sex, sexual orientation, gender identity, marital status, veteran status, disability, age, pregnancy, or any other status protected under applicable federal, state, or local laws. For further policy information and for a full list of regulatory specific contact persons visit the following webpage: www.roguecc.edu/nondiscrimination.