Posting Details

Posting Summary

Working Title Administrative Assistant to the VP of Academic Affairs & Workforce Development Role Title Admin and Office Spec III Role Code 19013-SW FLSA Nonexempt Pay Band Position Number 28200025 Agency Piedmont Virginia Community College Division Piedmont Virginia Community College (Div) Work Location Albemarle - 003 Hiring Range $43,000 to $47,000 Emergency/Essential Personnel No EEO Category F-Admin Supp Full Time or Part Time Full Time Does this position have telework options? -Telework options are subject to change based on business needs- Does this position have a bilingual or multilingual skill requirement or preference? Work Schedule
Monday through Friday, daytime hours-Position may require occasional travel and representation at college-wide meetings and/or occasional evening and weekend hours for successful completion of duties.
Sensitive Position Yes Job Description

Piedmont Virginia Community College ( PVCC ) is a nonresidential two-year institution of higher education that serves Central Virginia - principally residents of the City of Charlottesville and the counties of Albemarle, Buckingham, Fluvanna, Greene, Louisa and Nelson. Our scenic campus is located in Albemarle County, Virginia. We are one of 23 community colleges in Virginia that comprise the Virginia Community College System ( VCCS ).

Administrative Assistant

Vice President of Academic Affairs and Workforce Development

The Administrative Assistant provides high-level administrative support to the Vice President of Academic Affairs and Workforce Development. This role involves managing a wide range of administrative support tasks to ensure the efficient operation of the Vice President’s office. This individual plays a crucial role in maintaining effective communication and coordination within the college community and with external stakeholders, contributing significantly to organizational excellence.

Key Responsibilities:

• Performs complex administrative and support duties of the office; initiates and exercises independent judgment in the application and follow through of administrative decisions; accurately interprets College policies, procedures, standards, and requirements; establishes and maintains contact with college and other agency personnel; maintains confidentiality regarding all matters of the office.
• Serves as a liaison to administrative support staff in departments/academic divisions overseen by the Vice President; provides assistance and support to division administrative assistants when needed.
• Coordinates and schedules various appointments and meetings; makes travel arrangements; reserves facilities for meetings; maintain and coordinate the Vice President’s calendar; prepares and disseminates calendar of events.
• Assists the Vice President with maintaining and updating the College Catalog with curricular and policy changes. Assists with the creation, implementation and updating of academic manuals, documents, policies, and division-specific websites as needed, assuring web accessibility standards are met.
• Maintains faculty information about multi-year appointments, promotion, leaves of absence, and sabbaticals. Provides support to the Teaching Ad Hoc Promotions Committee, Academic Leadership Council, curriculum advisory committee, and other committees as assigned.
• Prepares the academic calendar and exam schedule each semester. Creates the term and academic session information before each semester. Maintains online room reservations for instruction classrooms. Supports the Vice President in course scheduling, including room and section optimization; support shared services distance learning ( SSDL ) processes as needed.
• Responsible for purchasing (including use of procurement card), coordinating budgets, tracking, and reconciliation of purchasing logs and statements.
• Develops, supports, and implements special projects as assigned including but not limited to institutional and/or program accreditation reviews, annual program reviews, Frank Friedman Center for Excellence in Teaching and Learning, and the Higher Education in Prison program.
• Coordinates division-specific event and provides support for collegewide activities and events, such as commencement and student awards ceremonies.

Benefits include:

• Choice of health, dental, disability, and life insurance plans offered through the Commonwealth of Virginia
• Generous leave benefits
• Tuition waiver program for studies at PVCC and opportunities for professional development and career advancement

Posting will close once a candidate is identified.

Special Assignments
May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.
KSA's/Required Qualifications

• Extensive experience in an administrative support position.
• Ability to review and interpret varied, substantial, and complex information.
• Ability to make independent judgments on priorities in scheduling work assignments.
• Ability to deal with sensitive and confidential issues with a high degree of discretion and judgment.
• Exhibits excellent oral, written, and interpersonal communication with internal and external constituents.
• Effective analytical and critical thinking skills.
• Knowledge of software programs including Microsoft Word, Outlook, PowerPoint, Excel, Access; willingness to learn and utilize new technology such as Navigate and Ad Astra.
• Effective organizational skills to ensure timely progress on multiple simultaneous tasks.
• Excellent customer service skills and experience in a forward-facing customer service role.
• Ability to work with people from diverse backgrounds, interests, and abilities.

Additional Considerations

• Experience with applications such as PeopleSoft, Navigate, Ad Astra, and Virginia Community College System procurement (eVA).

Operation of a State Vehicle No Supervises Employees No Required Travel
minimal

Posting Detail Information

Posting Number CLS_2977P Recruitment Type General Public - G Number of Vacancies 1 Position End Date (if temporary) Job Open Date 04/22/2024 Job Close Date 05/26/2024 Open Until Filled Agency Website pvcc.edu Contact Name Human Resources Email humanresources@pvcc.edu Phone Number 4349616567 Special Instructions to Applicants
In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth’s Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services ( DARS ), or the Department for the Blind & Vision Impaired ( DBVI ). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter. To request an AHP Letter, use this link: https://www.dars.virginia.gov/drs/cpid/PWContact.aspx or call DARS at 800-552-5019, or DBVI at 800-622-2155
Additional Information Background Check Statement Disclaimer
The selected candidate’s offer is contingent upon the successful completion of a criminal background investigation, which may include: fingerprint checks, local agency checks, employment verification, verification of education, credit checks (relevant to employment). Additionally, selected candidates may be required to complete the Commonwealth’s Statement of Economic Interest. For more information, please follow this link: http://ethics.dls.virginia.gov/
EEO Statement
The Virginia Community College System, anEEOemployer, welcomes applications from people of all backgrounds and recognizes the benefits of a diverse workforce. Therefore, theVCCSis committed to providing a work environment free of discrimination and harassment. Employment decisions are based on business needs, job requirements and individual qualifications. We prohibit discrimination and harassment on the basis of race, color, religion, sex, national origin, age, sexual orientation, mental or physical disabilities, political affiliation, veteran status, gender identity, or other non-merit factors.
ADA Statement
TheVCCSis anEOEand Affirmative Action Employer. In compliance with the Americans with Disabilities Acts ( ADA and ADAAA ), VCCS will provide, if requested, reasonable accommodation to applicants in need of access to the application, interviewing and selection processes.
E-Verify Statement
VCCSuses E-Verify to check employee eligibility to work in the United States. You will be required to complete an I-9 form and provide documentation of your identity for employment purposes.