Administrative Assistant III - Student Engagement

Position Description

Position Title Administrative Assistant III

Secondary Title Student Engagement

Group / Grade 5

Classification Classified

Work Location All Campuses

Overtime Eligible Non-Exempt

Division Student Learning & Success

Differentials Bilingual

Department Student Engagement

Reports To Director of Student Engagement

Supervision Received Works under the supervision of the Director of Student Engagement.

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

The Administrative Assistant III provides administrative support for Student Engagement programs and services, including Student Life, ASGRCC, campus clubs, and student organizations. The position performs a variety of administrative and clerical duties including scheduling, travel coordination, purchasing and requisition processing, budget tracking, records management, data entry, event support, and preparation of correspondence, reports, and other documents. Working closely with the Director of Student Engagement and department staff, the position supports efficient department operations and compliance with institutional procedures and reporting requirements.

The position provides responsive and professional customer service to students, employees, community partners, and the public.

• Provides administrative and clerical support for Student Engagement programs and services.
• Serves as a point of contact for students, employees, community partners, and the public; responds to inquiries and provides information and referrals as appropriate.
• Schedules meetings, appointments, and events; maintains calendars and coordinates logistical arrangements.
• Prepares, formats, proofreads, and distributes correspondence, reports, agendas, minutes, presentations, and other documents.
• Maintains office records, files, supplies, and general administrative operations.

• Processes requisitions, purchase requests, reimbursements, receipts, and related documentation in accordance with college procedures.
• Assists with tracking expenditures, maintaining budget records, and monitoring account balances for Student Engagement programs and activities.
• Coordinates travel arrangements, registrations, lodging, transportation, and itineraries for staff and students.
• Communicates with vendors, service providers, and internal departments regarding purchasing, payments, and related administrative matters.

• Provides administrative and logistical support for Student Engagement programs, activities, events, ASGRCC, campus clubs, and student organizations.
• Coordinates room reservations, facility requests, work orders, technology requests, and event logistics.
• Assists with event preparation, implementation, and follow-up activities.
• Processes and tracks forms, records, communications, and other documentation related to student engagement programs and activities.
• Assists with administrative support related to student employee onboarding, scheduling, and timekeeping processes as assigned.

• Maintains electronic and paper records in accordance with college procedures and records retention requirements.
• Performs data entry, record maintenance, and information tracking using college databases and software systems.
• Assists with preparation of routine and custom reports.
• Supports file reviews, record audits, and documentation processes to help ensure compliance with institutional, state, and federal requirements.
• Maintains confidentiality of student, employee, and departmental information in accordance with FERPA and other applicable regulations.

• May participate in college committees and work groups as assigned.
• Engages in professional development activities.
• Performs other duties as assigned.

• 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 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.

• Education – an Associate's degree in business administration, business technology, office administration, or a related field is required.
• Experience
  – a minimum of two years of progressively responsible administrative, clerical, office support, or customer service experience is required.

Only degrees received from an accredited institution will be accepted: accreditation must be recognized by the office of degree authorization, US Department of…