Executive Assistant - Human Resources

Rock Valley College; Rockford (IL); On-site; USD 35,000 - 39,000; Full time

Job summary

Rock Valley College is seeking an Executive Assistant to support the Vice President of Human Resources. This role requires handling confidential materials and providing high-level administrative support, including meeting coordination and report preparation.

Responsibilities include minutes, budget tracking, payroll backup, and HR data management. Strong MS Office, transcription, and communication skills are essential. Evening/weekend availability may be required.

Qualifications

• Associate Degree in business or related field; bachelor degree preferred.
• 12–24 months of related experience in an administrative assistant role.
• HR office experience preferred.
• Advanced skills in Microsoft Office Suite and transcription skills.
• Ability to use independent judgment and function autonomously.
• Excellent grammatical, composition and communication skills.
• Have supervisory/leadership experience when possible.
• Clerical and supervisory/administrative experience beyond minimum preferred.

Responsibilities

• Compile and record minutes into clear concise reports.
• Handle confidential matters, including conversations and documents as necessary.
• Make travel and meeting arrangements as necessary.
• Prepare professional reports and financial data using a variety of software programs.
• Effectively track and maintain department budgets.
• Manage department procurement card (P-Card) and P-Card reporting.
• Assist with Federal and State report preparation.
• Serve as backup for payroll processes and HRIS, and FOIA requests.
• Maintain knowledge of college-wide resources to respond to inquiries from internal and external customers.
• Prepare and submit invoices, spreadsheets, reports, memos, letters, financial statements, requisitions for disbursements and other documents as necessary.
• Independently prepare professional responses to correspondences.
• Interpret policies and procedures as established by leadership.
• Arrange conferences and committee meetings.
• Available to attend functions and meetings during times other than the normal business day, including evening/weekends.
• Direct visitors, field phone calls and multi-task various office support services.
• Assist applicants with employment information, completion of forms, and answer general job vacancy questions.
• Prepare monthly Board personnel report.
• Monitor new employee paperwork for completeness.
• Coordinate and maintain the VP of HR schedule and assist with email management.
• Maintain employee personnel files and HR filing systems.
• Assist with employee program activities and serve on committees as needed
• Regular attendance is expected.
• Using tact and courtesy, the ability to establish and maintain effective relationships with persons contacted in the course of work.

Skills

Independent judgment

Confidentiality

Interpersonal skills

Oral and written communication

Diversity awareness

Analytical skills

Microsoft Office

Transcription

Education

Associate Degree in business or related field

Bachelor degree preferred

Tools

Microsoft Office Suite

Job description

Position Title: Executive Assistant

Department: Human Resources (HUR)

Division: Human Resources (HUR)

Employee Status: Full-time

Type: Educational Support Personnel (ESP)

Grade: J

Salary: $25.25 - $28.17 hourly

FLSA: Non-exempt

Issued: May 2000

Revised: 7-04, JA 6-07; 2-08; 1-11, 7-15, 5-16, 1-19, 5-25, 8-26

Application Deadline: Tuesday, August 18, 2026

Rock Valley College does not offer sponsorship for employment-based visas for this position now or in the future. Applicants must be currently authorized to work in the United States without the need for employer sponsorship.

Reporting Relationships

Reports to: Supervision is received from the Vice President of Human Resources.

Supervision Exercised: Supervision may be exercised over temporary support staff and student workers.

Job Summary

Performs administrative and office support activities for the Vice President of Human Resources. This position requires a strong commitment to confidentiality.

Essential Duties and Responsibilities

• Compile and record minutes into clear concise reports.
• Appropriately handle confidential matters, including conversations, documents and correspondence as necessary.
• Make travel and meeting arrangements as necessary.
• Prepare professional reports and financial data using a variety of software programs.
• Effectively track and maintain department budgets.
• Manage department procurement card (P-Card) and P-Card reporting.
• Assist with Federal and State report preparation.
• Serve as backup for payroll processes and Human Resources Information Analyst, and FOIA requests.
• Maintain accurate knowledge of college-wide resources in order to respond to inquiries from both internal and external customers.
• Prepare and submit invoices, spreadsheets, reports, memos, letters, financial statements, requisitions for disbursements and other documents as necessary.
• Independently prepare professional responses to correspondences.
• Interpret policies and procedures as established by leadership.
• Arrange conferences and committee meetings.
• Available to attend functions and meetings during times other than the normal business day, including evening/weekends.
• Direct visitors, field phone calls and multi-task various office support services.
• Assist applicants with employment information, completion of forms, and answer general job vacancy questions.
• Prepare monthly Board personnel report.
• Monitor new employee paperwork for completeness.
• Coordinate and maintain the VP of HR schedule and assist with email management.
• Maintain employee personnel files and HR filing systems.
• Assist with employee program activities and serve on committees as needed
• Regular attendance is expected.
• Using tact and courtesy, the ability to establish and maintain effective relationships with persons contacted in the course of work.

Knowledge, Skills, And Abilities

• Ability to accurately deal with difficult dictation.
• Ability to perform difficult clerical tasks.
• Exceptional analytical and computer skills required.
• Knowledge of business and human resource management practices.
• Knowledge of administrative and clerical procedures.
• Must use independent judgment to solve problems.
• Must possess the ability to keep information confidential.
• Exceptional interpersonal skills are required.
• Effective oral and written communications skills.
• Ability to work with a diverse population.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum Qualifications

Associate Degree in business or related field, bachelor degree preferred. 12 - 24 months of related experience in an administrative assistant position is required. Human Resources office experience preferred. Ability to use independent judgment and function autonomously. Effectively interact with people from diverse backgrounds. Advanced skills in Microsoft Office Suite software, and transcription skills. Exceptional grammatical, composition and communication skills required. Possess the ability to supervise and train others. Clerical and supervisory/administrative experience beyond minimum requirements preferred.

Work Environment

While performing the duties of this job, the employee regularly works in an office setting.

Physical Demands

Physical Demands Described Here Are Representative Of Those That Must Be Met By An Employee To Successfully Perform The Essential Functions Of This Job

While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to stand, talk and hear.