Deans' Assistant

Position Description 

Position Title

Deans’ Assistant 

Secondary Title 

Student Learning & Success 

Group / Grade

6

Classification

Classified

Work Location

TRC

Overtime Eligible

Non-Exempt

Division

Student Learning & Success

Differentials

Department

Student Learning & Success

Reports To

Dean of Instruction & Student Engagement

Supervision Received 

Works under the general supervision of the Dean of Instruction & Student Engagement, who establishes overall expectations and priorities in coordination with other deans. Receives assignments and functional guidance from other deans for the areas supported. 

Supervisory Responsibility 

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

Position Summary 

Provides administrative, operational, and fiscal support to all college deans in support of instructional and student services functions. Coordinates administrative processes and communication among the deans, faculty, staff, students, and external partners. Supports budget monitoring and grant-related recordkeeping within established college procedures and grant requirements. Handles sensitive student and personnel information with discretion and maintains confidentiality in performing assigned responsibilities.

Primary Responsibilities 

Administrative & Multi-Dean Support

• Provide administrative support and coordinate daily office activities across college deans, including calendar management, appointments, and travel arrangements.
• Coordinate administrative support for division meetings, advisory committees, TRC Ad-Hoc teams, and other assigned groups; prepare agendas, record minutes, and track assigned follow-up actions.
• Support deans with confidential student affairs documentation, including academic complaints and grievances, student discipline, CARES Team tracking, and incident records.
• Draft, format, edit, and proofread correspondence, reports, statistical summaries, policy handbooks, and board presentation materials.
• Assist deans in tracking departmental and institutional goals, gathering information, and coordinating assigned activities related to strategic projects.

Financial, Grant & Budget Support

• Establish and maintain grant tracking and recordkeeping systems to monitor expenditures, milestone progress, and reporting requirements under established grant guidelines.
• Review General Fund and grant account expenditures, identify budget variances, and assist deans and program directors in forecasting remaining balances.
• Prepare, process, and track purchase orders, invoices, mileage reimbursements, travel requests, and per diem documentation through established college procedures.
• Assist in resolving purchasing and budget discrepancies with Accounting/Grants staff; refer questions about spending authorization or grant allowability to the responsible staff.
• Maintain organized financial records and provide documentation for accounting and audit reviews.

Academic, Faculty & Personnel Operations

• Establish and maintain grant tracking and recordkeeping systems to monitor expenditures, milestone progress, and reporting requirements under established grant guidelines.
• Review General Fund and grant account expenditures, identify budget variances, and assist deans and program directors in forecasting remaining balances.
• Prepare, process, and track purchase orders, invoices, mileage reimbursements, travel requests, and per diem documentation through established college procedures.
• Assist in resolving purchasing and budget discrepancies with Accounting/Grants staff; refer questions about spending authorization or grant allowability to the responsible staff.
• Maintain organized financial records and provide documentation for accounting and audit reviews.

Customer Service & Office Operations

• Screen and respond to calls, emails, and visitors; provide information about academic programs, prerequisites, enrollment steps, and campus resources, and make appropriate referrals.
• Maintain electronic and paper filing systems; archive and purge records according to college records retention schedules and applicable confidentiality requirements.
• Order and inventory office supplies, submit equipment maintenance requests and facilities work orders, and distribute mail.
• Coordinate room reservations, venue arrangements, catering, attendance records, and marketing support for campus events, workshops, and committee meetings.
• When assigned, coordinate student employee schedules, daily tasks, and office coverage within established departmental expectations and budget limits.

Other Duties as Assigned

• May participate in College committees as assigned
• Engages in professional growth opportunities as assigned
• Performs other duties as assigned

Institutional Expectations 

• 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 recruitment and 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.

Qualifications & Additional Position Information

Minimum Qualifications

• Education – An Associate’s degree in business administration, office administration, business technology, or related area is required.
• Experience – A minimum of three years of progressively responsible administrative, secretarial, fiscal support, or high-volume customer service experience.

Only degrees received from an accredited institution will be accepted: accreditation must be recognized by the office of degree authorization, US Department of Education, as required by ORS 348.609. Final candidate will be required to provide official transcripts for required degree.

Any satisfactory equivalent combination of education and experience which ensures the ability to perform the essential functions of the position may substitute for the requirement(s). Please see our Applicant Guide for more information on education/experience equivalency guidelines. 

Preferred Qualifications

• Bachelor’s degree in business administration, public administration, or a related field.
• Administrative experience in a community college or other higher education setting.
• Experience supporting Career and Technical Education programs.
• Experience with grant recordkeeping, expenditure tracking, or budget monitoring.

Essential Knowledge, Skills, & Abilities (Core Competencies) 

• Knowledge – College organizational structure, instructional procedures, and academic policies; general accounting, bookkeeping, and grant expenditure tracking; business English, composition, spelling, and proofreading; office software applications, including Microsoft Office Suite, spreadsheets, databases, and scheduling systems.
• Skills – Advanced administrative support; tracking grant expenditures and reporting requirements; written and verbal communication; calendar management and event coordination; customer service, conflict de-escalation, and diplomacy.
• Abilities – Keyboard accurately at 60 wpm; manage competing priorities across multiple deans; maintain confidentiality of student, personnel, and other sensitive information; independently plan and organize work within established procedures; exercise judgment about when to resolve matters or refer them for guidance; represent the College professionally.

Other Requirements 

• For assignments requiring operation of a motor vehicle, possession of a valid Oregon Driver’s License or the ability to obtain one within 30-days of employment, and maintenance of an acceptable driving record are required.

Remote Work Options (see AP 7239 Working Remotely for more details)

• This position functions as an in-person work arrangement, working on-campus with either a set schedule or flexibility depending on operational needs.

Physical Demands

The physical demands listed below represent those that must be met by an incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.

• Frequent sitting for extended periods while performing computer work and attending meetings. Regular use of hands and fingers to operate keyboards, phones, and other office equipment. Frequent talking and listening/hearing; occasional walking and standing; and occasional bending and reaching. Lifting and moving light office materials, including paper, books, and supplies, with occasional lifting of items weighing up to 25 pounds.

Working Conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this position, the employee is primarily working indoors in an office environment. The employee is not exposed to hazardous conditions. The noise level in the work environment is usually moderate and lighting is adequate.