Assistant to the Vice President of Academic Affairs & Workforce Development/Academic Operations Coordinator

Posting Details

Posting Summary

Working Title Assistant to the Vice President of Academic Affairs & Workforce Development/Academic Operations Coordinator Role Title Admin and Office Spec III Role Code 19013-SW FLSA Nonexempt Pay Band Position Number 28200034 Agency Piedmont Virginia Community College Division Piedmont Virginia Community College (Div) Work Location Albemarle - 003 Hiring Range $49,000 - $55,000 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. This position is fully on-site, it is not a remote position.
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. PVCC is one of 23 community colleges in Virginia that comprise the Virginia Community College System ( VCCS ). The scenic PVCC campus is located in Albemarle County, Virginia. Classes are also offered at the PVCC Eugene Giuseppe Center in Stanardsville (Greene County), the PVCC Jefferson School Center in downtown Charlottesville and at high school sites across the region. For more information, please visit: pvcc.edu

PVCC is known throughout the community and the Virginia Community College System for its exceptional faculty and staff, the quality of its programs and services, and the success of its students. PVCC welcomes, encourages, and supports the diversity of our students, faculty, and staff members and seeks to attract and retain individuals who reflect our diverse community.

The Assistant to the Vice President of Academic Affairs and Workforce Development/Academic Operations Coordinator plays a critical role in ensuring the smooth operation of the academic and workforce development functions at the institution. This role encompasses three key areas of responsibility: supporting academic operations, providing comprehensive administrative assistance, and coordinating various projects and initiatives. The successful candidate will be highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

Key Responsibilities:


1. Academic Operations (Approximately 40%):

• Assist the vice president with the academic and operational oversight of academics and workforce development.
• Collaborate with academic deans, Vice President of Academic Affairs and Workforce Development in the management and oversight of the qualification and credentialing processes for all faculty including dual enrollment to ensure all documentation meets institutional and accreditation standards.
• Provide additional assistance to the Vice President, academic deans, and department chairs to ensure that course offerings align with institutional goals, student needs, and resource availability.
• Coordinate with the vice president, workforce development division, and the academic deans the collection and organization of scheduling data, ensuring that all course times, locations, and instructor assignments are accurately reflected in the system.
• Liaise with the Director of Dual enrollment and Early College programs, and academic deans and school partners to ensure consistency in practices (i.e., curriculum, instructor observations, instructional materials, syllabi, course rosters, use of college-specific technologies, submission of grades, etc.).
• Support the vice president in reviewing academic programs and related materials to ensure alignment with institutional goals.
• Provide oversight, in collaboration with the Vice President, of the PVCC academic calendar and catalog.
• Provide logistical and administrative support for academic committees, including scheduling meetings, preparing agendas, and recording minutes.

2. Administrative Support (Approximately 30%):

• Serve as the primary administrative assistant to the vice president, managing calendars, coordinating meetings, and handling travel arrangements.
• Draft, edit, and proofread correspondence, reports, and presentations on behalf of the vice president.
• Manage incoming communications, including phone calls, emails, and mail, and respond or redirect as appropriate.
• Organize and maintain files, records, and other documents, ensuring confidentiality and efficient retrieval.
• Assist with budget monitoring, expense reporting, and procurement processes, ensuring compliance with institutional policies.

3. Coordination and Project Management (Approximately 30%):

• Coordinate and track the progress of special projects, ensuring alignment with institutional priorities and deadlines.
• Facilitate communication between the Vice President’s office and other departments, acting as a liaison to ensure effective collaboration.
• Coordinates division-specific events and provides support for collegewide activities and events, such as commencement and student awards ceremonies.
• Prepare regular updates and reports on the status of projects, highlighting key milestones and any areas of concern.
• Assist with the preparation of grant proposals, annual program reviews, accreditation reports, and other special initiatives as needed.

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

• Demonstrated success and effectiveness in an administrative or academic support role.
• Excellent customer service skills and experience in a forward-facing customer service role.
• Experience effectively working with people from diverse backgrounds, interests, and abilities.
• Strong ability to draft, edit, and proofread documents, and effectively communicate with diverse stakeholders.
• Highly organized with the ability to manage multiple tasks and projects simultaneously.
• Meticulous in ensuring accuracy and completeness in documentation, record-keeping, and communications.
• Strong ability to build and maintain relationships with faculty, staff, and external partners.
• Proficiency in managing time effectively to meet deadlines and prioritize tasks.
• Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Demonstrates initiative in identifying and addressing potential issues before they escalate.
• Strong analytical skills with the ability to troubleshoot and resolve issues as they arise.
• Maintains the highest level of confidentiality and professionalism in handling sensitive information.
• Ability to work collaboratively in a team environment, as well as independently when needed.

Additional Considerations

• Additional education, preferably in education, business administration, or a related field.
• Experience working in a community college setting.
• Experience with applications such as PeopleSoft, Navigate, Ad Astra Schedule Optimizer, and Virginia Community College System procurement (eVA).

Operation of a State Vehicle No Supervises Employees No Required Travel
Position may require occasional travel and representation at college-wide meetings and/or occasional evening and weekend hours for successful completion of duties.

Posting Detail Information

Posting Number CLS_3259P Recruitment Type General Public - G Number of Vacancies 1 Position End Date (if temporary) Job Open Date 08/27/2024 Job Close Date 09/29/2024 Open Until Filled Agency Website pvcc.edu Contact Name Jaime Avant Email javant@pvcc.edu Phone Number 4349615221 Special Instructions to Applicants
Application Package must include-
• Online Application
• Resume
• Cover letter
• Names, addresses, email and telephone numbers of three (3) professional references

In order to better serve our customers, PVCC will only accept online applications. PVCC will not accept hand-delivered applications or applications submitted by mail, email, or fax. Cover letters, resume/curriculum vitae, and unofficial transcripts (if required) must be attached electronically to the online application.

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

Piedmont Virginia Community College values the multicultural diversity of its students, faculty, and staff. We are committed to creating and nurturing a campus environment which both welcomes and empowers all individuals. We recognize cultural differences of background, experience and national origin and we seek to promote a genuine understanding of an appreciation for these differences. We seek as well to recognize and promote the common bonds of humanity which cross the boundaries of cultural difference.

Piedmont Virginia Community College does not discriminate on the basis of race, color, religion, national origin, political affiliation, disability, veteran status, sex, age or sexual orientation in its programs and activities. The following person has been designated to handle inquiries regarding the nondiscrimination policies: Associate Vice President of Human Resources, 501 College Dr., Main Building, Room M810, Charlottesville, VA 22902; 434.961.6567.

We are a “Virginia Values Veterans” (V3) official certified company and state agency that provides hiring preference to Veterans and Members of the Virginia National Guard in support of Executive Order 29, (2010). If you are a Veteran or Virginia National Guard Member, we urge you to respond accordingly on your state application.
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.