Executive Assistant - Human Resources

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: Wednesday, August 19, 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.

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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 include the following. Additional related duties may be assigned.

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

23. Using tact and courtesy, the ability to establish and maintain effective relationships with persons contacted in the course of work.

     

Knowledge, Skills, and Abilities

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

Qualific