Job Description

Job Number

Position Title

Position Type

Number of Months Assignment

Starting Date

Current Work Schedule

Salary Range

Salary

FLSA

Location

Department

Open Date

Open Until Filled

About Rio Hondo College

Basic Function

Representative Duties

• Provides technical information and assistance through various modalities including but not limited to in person, phone, email, chat, and video conferencing to students, staff, and the public related to the area of assignment; advises students of program requirements, eligibility, and/or status. E
• Schedules appointments for students and staff; utilizes a variety of software applications and available resources to provide program information and assistance; explains department and/or program policies, procedures, and functions according to established guidelines. E
• Collaborates with internal District and college departments to coordinate communications and activities for distribution to faculty, staff, students, educational institutions, government and private agencies, and the public. E
• Creates, updates, and maintains a variety of simple to moderately complex forms, documents, records, files, and filing systems; ensures the confidentiality of information is maintained to District and college guidelines. E
• Updates and maintains assigned department website pages and/or social media platforms; disseminates information through various communication platforms including but not limited to newsletters, emails, videos, and social media posts. E
• Plans, schedules, and facilitates a variety of program and/or department activities including but not limited to meetings, workshops, trainings, orientations, and special events for a wide variety of activities, as assigned; creates and distributes various advertising, marketing, and/or informational materials related to special events, programs, and services. E
• Tracks and monitors department budget expenditures; works with vendors and/or contractors to request quotes for service; prepares and submits requisitions, purchase orders (POs), and work orders. E
• Gathers, extracts, and compiles data; prepares standard reports and records; prepares department and/or program correspondence and communications. E
• Receives and responds to requests for information from District administration, management, faculty, students and external agencies or institutions as the requests related to the area of assignment. E
• Guides and informs students of District, college, department, and/or program procedures, requirements, and restrictions; assists students with completion of forms and applications; reviews for accuracy, completeness, and compliance to requirements. E
• Reviews and processes various applications and forms; verifies records for any status changes; requests transcripts, records, and other information; registers students, updates student records, prepares and generates appropriate reports, and verifies student information, as needed. E
• Meet with students in one-on-one appointments to assist with requirements related to special programs; engages in outreach efforts. E 
• Operates a computer, peripheral hardware, and equipment, and utilizes a variety of programs and software to perform the essential responsibilities of the position. E
• Performs a variety of clerical and administrative responsibilities in support of the department’s day-to-day activities and/or operations utilizing a variety of communication modalities including but not limited to answers and responds to phone calls, emails, text messages, and chat platforms; opens, screens, and distributes mail and correspondence; photocopies documents and requests duplication services; ensures maintenance and repairs of assigned work areas, facilities, or equipment; enters various requests for services from IT, Facilities, and Maintenance; contacts vendors for equipment service, when needed; follows-up with vendors to ensure satisfactory completion of requests; may perform simple repairs or maintenance to standard office equipment. E
• Trains and provides work direction to student assistants, student workers, and short-term, temporary staff; may participate in the hiring process, as requested. E 
• May transport students to special events in a college issued vehicle, as needed.
• Performs related duties that support the overall objective of the position.

Knowledge and Abilities

• District and college policies, procedures, rules, and regulations related to the area of assignment.
• California Education Code and Title V as it relates to the area of assignment.
• Federal Educational Rights and Privacy Act (FERPA).
• District organization, functions, rules, policies, and procedures applicable to the area of assignment.
• District administrative policies and procedures related to budget, fiscal, and purchasing documents and maintenance of department, college, District, and public records.
• Applicable federal, state, and local laws, codes, regulations, policies, technical process, and procedures related to the area of assignment.
• Programs, processes, trends, and available resources on and off campus related to the area of assignment.
• College admissions, various programs, and services related to the area of assignment.
• Policies, procedures, rules, and regulations related to grants and special funding sources for District-wide and college programs.
• Office administrative and management practices and procedures.
• Principles and practices of sound business communication.
• Correct English usage, spelling, grammar, punctuation, and vocabulary.
• Basic research techniques, methods, and procedures applicable to the area of assignment.
• Methods of collecting and organizing pertinent data and information.
• Principles of basic business communications and report writing.
• Techniques for providing customer service by effectively dealing with the public, vendors, students, and college staff.
• Modern office practices, procedures, equipment, methods, and techniques.
• Principles and procedures of recordkeeping, reporting, filing, and file sharing methods and techniques.
• Methods and techniques of record keeping, files, filing systems, and shared files.
• Telephone techniques and etiquette.
• Basic arithmetic, financial, and statistical methods, and techniques.
• Computer software programs, applications, databases, and Enterprise Resource Planning (ERP) systems; computer hardware and peripheral equipment related to the area of the assignment.
• Standard office equipment and computer peripherals.
• Effective communication skills both verbally and in writing. 
• Effective communication techniques and interpersonal skills using tact, patience, and courtesy.
• Record-keeping, filing, file sharing, and filing system methods and techniques.
• Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).

• Independently perform the essential responsibilities of the position under general guidance from an administrator or manager.
• Read, understand, interpret, and apply policies, procedures, rules, and regulations. 
• Interpret, apply, explain, and reach sound decisions in accordance with regulations, policies, and procedures.
• Learn and apply emerging technologies to perform duties in an efficient, organized, and timely manner.
• Work effectively with students with special needs.
• Provide student support and direction to available resources.
• Compose general correspondence and prepare documents from limited instructions.
• Understand and follow written and oral instructions.
• Demonstrate presentation and public speaking skills.
• Plan, organize, and prioritize workload to meet schedules and timelines.
• Prepare clear, accurate, and concise records and reports.
• Exercise tact and diplomacy in dealing with sensitive and moderately complex issues and situations.
• Take initiative and exercise sound judgement within the area of responsibility.
• Operate modern office equipment including personal computers, software, hardware, and peripherals.
• Perform administrative support duties related to the area of assignment.
• Organize, research, and maintain complete and extensive office files.
• Compose correspondence and prepare documents from verbal and written directions.
• Set up, prepare, and facilitate telephone and video conferencing.
• Type accurately at an acceptable rate of speed.
• Complete work efficiently with constant interruptions.
• Understand and follow verbal and written directions.
• Effectively communicate both verbally and in writing. 
• Prepare clear, accurate, and concise standard records and reports.
• Maintain sensitive and confidential information.
• Update and maintain a variety of records, reports, files, and file-sharing systems.
• Maintain confidentiality and employ discretion in handling and processing confidential information and data.
• Coordinate, plan, and schedule special events, meetings, and workshops related to the area of assignment.
• Utilize computer software programs, applications, and databases; computer hardware and peripheral equipment related to the area of assignment. 
• Communicate with students, staff, and the public in person and via a variety of communication modalities using various technology resources.
• Work with diverse student communities; create safe spaces for unrepresented and special population students.
• Establish and maintain effective and cooperative working relationships with those encountered during the course of work.

Education and Experience

• Associate degree with college coursework in a related discipline; AND
• Two (2) years of administrative experience related to the area of assignment.
• Experience involving students and outreach in an educational environment. 
• Or, any combination of education and experience which would provide the required qualifications for the position.

Foreign Degrees

Any degree from a country other than the United States, including Canada and Great Britain, must be evaluated by an Evaluation Service prior to the closing date. Certification must be attached with copies of transcripts.

License Certificates/Credentials

• Possession of, or ability to obtain, a valid driver license.
• Insurable driving record throughout the course of employment in a position requiring transporting students or using a District or college vehicle.
• May be required to travel for various off-site meetings, trainings, conferences, and or events in support of the overall objective of the position.

Desired Qualifications

Working Conditions

Position Description

Application Procedure

• Rio Hondo College online application (which includes supplemental questions)
• Résumé/Curriculum Vitae

• PAPER APPLICATIONS AND APPLICATION MATERIALS SENT VIA MAIL, FAX, OR EMAIL WILL NOT BE ACCEPTED.
• NOTE THAT ALL CORRESPONDENCE, INCLUDING INTERVIEW INVITATIONS, WILL BE SENT VIA EMAIL.

Special Instructions to Applicants

Additional Information

• The Immigration Reform and Control Act requires the District obtain documentation from every individual who is employed which verifies identity and authorizes his/her right to work in the United States.
• Successful candidate is responsible for verifying all prior work experience and providing all academic transcripts for purposes of salary placement.
• As a condition of employment, the selected applicant must provide a set of fingerprints (at the applicant’s expense) taken by an official LiveScan agency.
• Provide a Certificate of Tuberculosis Exam for initial employment (The certificate must be renewed every 4 years as a condition of continuing employment).
• For positions requiring a valid California driver’s license, proof of insurability is required.
• Applicants who are protected under the Americans with Disabilities Act and require accommodations for completing the application process, testing (if required for position), or the interview, please notify the Human Resources Office.
• A copy of this announcement will be provided in Braille to visually impaired applicants upon request.

Commitment to Diversity

All applicants must have demonstrated cultural competency and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students and staff.

Cancel RTF Policy

WE RESERVE THE RIGHT TO RE-OPEN, RE-ADVERTISE, DELAY OR CANCEL FILLING THIS POSITION.
THIS RECRUITMENT MAY BE USED TO FILL FUTURE VACANCIES.

EEO Statement

Rio Hondo College is committed to employing qualified administrators, faculty and staff members who are dedicated to student success. The Board recognizes that diversity in the academic environment fosters cultural awareness, promotes mutual understanding and respect, and provides suitable role models for all students. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide equal consideration for all qualified candidates.

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