Job Description

Under general supervision/procedural control, this position provides day-to-day functions for a senior level administrator (Vice President of Student Affairs) and the Student Affairs Division, representing the Division in a friendly, positive manner, initiating problem solving, and maintaining a high level of diplomacy while discreetly handling confidential and sensitive matters. This person conducts special studies of divisional procedures to recommend solutions to clearly defined operating issues with limited scope and complexity; handles sensitive and confidential student related information with great discretion; works with those that report to the Vice President to develop policy and procedures that impact students and the College as a whole; organizes the work and information flow for the Division; collects, extracts, synthesizes and acquires data and other information for required local, state and national reports; and performs a number of other critical functions in a dynamic environment where priorities and assignments can change quickly.

This person serves as a liaison between the Vice President and both internal and external stakeholders as deemed necessary and is responsible for ensuring data integrity as it relates to researching and sharing information. The Assistant serves as a key source of information and provides advice and assistance to Student Affairs supervisors and other personnel that report to the Vice President, students, parents, and the public on matters pertaining to the Student Affairs Division. The Assistant participates in processing student grievances that require the attention of the Vice President, including researching and fact-finding information relevant to complaints, and writes reports and other summary information to be presented to the Vice President, including identifying problem areas and recommending changes for continuous improvement. The Assistant also plans and assists in the implementation of new procedures for the Division, including revising procedures/forms and preparing handbooks and announcements as necessary to communicate the changes.

In essence, the position plays a central role in Student Affairs by handling a wide range of administrative projects, assignments, and tasks at the discretion of the Vice President, and contributes to the effectiveness of the College as a whole.

PRINCIPLE RESPONSIBILITIES AND RESULTS

Manage office operations, coordinate logistical needs for meetings, and provides professional administrative and technical support to the Vice President of Student Affairs and the Student Affairs Division. Writes and prepares correspondence for and on behalf of the Vice President, assesses the urgency and importance of situations, including complaints and grievances that arise and take appropriate action to determine the necessary level of involvement needed by the Vice President or another administrator.
Provide support for the collection of data, creation of surveys/reports/spreadsheet/presentation, and assists in the analysis of the information collected for the Vice President to make informed decisions.
Coordinates and administers the Official Student Communication process using diverse tools so all students are informed in a timely manner of policies, procedures, and events/activities, depending on their engagement.
Assist the Vice President with the preparation and maintenance of non-salary budgets for Student Affairs.
Perform other duties as assigned to ensure the smooth functioning of Student Affairs and maintain the reputation of RCTC as a college of first choice.

Salary Range:

$23.98 - $34.69 / hourly

Minimum Qualifications

Associate degree or at least five (5) years of increasingly responsible administrative assistant experience.
Experience and skill in data retrieval, analysis, data integrity and producing reports.
Experience communicating and working with a variety of individuals with diverse experiences and backgrounds.
Experience utilizing multiple types of technology and software (logic programming, query design).
Experience and technical expertise in in software such as Microsoft Office Suite programs.
Excellent organizational skills to sufficiently manage multiple priorities and effectively carry out complex oral and written instructions with minimum supervision.
Excellent interpersonal communications and customer service skills sufficient to understand an individuals' needs and provide accurate information in a timely professional manner, in-person, over the phone, in writing and via distance technology

Preferred Qualification

Experience and proven ability to analyze information and identify trends to creatively determine solutions and make recommendations that will meet the needs of changing educational programs/course schedules.
Understanding of project management principles and techniques.
Extensive knowledge of ISRS (Integrated Student Record System) to sufficiently manage and implement student data.
Adept problem-solving skills to sufficiently resolve issues.
Broad understanding of, and ability to interpret, communicate, and administer, applicable board policies, college regulations and work rules, labor agreements, functions, and organization of RCTC, and MinnState is required to sufficiently carry out the responsibilities of the position for the Student Affairs unit.
Foster effective working relationships with administrators, department leaders, students, faculty, and staff sufficient to accomplish work objectives.

Work Shift (Hours / Days of work)

Monday - Friday, 8 am - 4:30 pm

Management Analyst 1 - Executive Assistant to the Vice President of Student Affairs

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