Posting Details

Posting Summary

Working Title Executive Administrative Assistant for Academic and Workforce Programs Role Title Gen Admin Supv I/Coord I Role Code 19221-SW FLSA Nonexempt Pay Band 04 Position Number 26100119 Agency VCCS-System Office Division System Office (Div) Work Location Chesterfield - 041 Hiring Range $54,000-$64,000 annually 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- Yes Does this position have a bilingual or multilingual skill requirement or preference? No Work Schedule
Monday - Friday 8:00 AM - 5:00 PM or as needed
Sensitive Position No Job Description

Virginia’s community colleges have a 50-year track record of educational excellence and innovation to serve the needs of our citizens and strengthen the Commonwealth’s economy. When Virginia’s General Assembly established the Virginia Community College System in 1966, the need for a comprehensive system was well known. Over the two decades after the end of World War II, leaders in government, business, professional sectors, and academia had called for a new approach to providing educational opportunity. A key concern was Virginia’s ability to develop a skilled and knowledgeable workforce to expand the state’s economy. Today our community colleges give every Virginian the opportunity to gain a quality education. With 23 colleges on 40 campuses located throughout the state, Virginia’s Community Colleges are committed to serving Virginia families, helping them acquire the knowledge and skills to seize the opportunities of today and tomorrow.

The Executive Administrative Assistant is responsible for facilitating the efficient and effective operations of the office of the Senior Vice Chancellor for Academic and Workforce Programs. The ideal candidate will demonstrate the ability to exercise discretion and independent judgment in the efficient management of an executive office in support of the governance responsibilities of the Senior Vice Chancellor.

PRIMARY DUTIES

• Supports Academic and Workforce programs and its Senior Vice Chancellor in their governance responsibilities; manages the office’s daily operations; manages the workflow of the office, including purchases, travel, calendars, and related operations; coordinates the administration and logistics of event planning and management; and manages special projects

• Manages the calendar and itinerary of the Senior Vice Chancellor and uses judgement to prioritize meetings with the Chancellor, the Office of the Governor, the State Council of Higher Education for Virginia, or the General Assembly

• Monitors and tracks calendars of the Senior Vice Chancellor’s Direct Reports and schedules standing meetings

• Schedules regular meetings and with VCCS chief academic, student development, and workforce officers

• Drafts the outline of documents for governance groups such as the Academic and Student Affairs Council, Advisory Council of Presidents, and State Board. Edits agenda items, and coordinates the completion of Board materials by senior staff; prepares, formats, and posts correspondence and Board and governance documents for the Senior Vice Chancellor

• Prepares agendas and supporting documentation for governance meetings; serves as recording secretary and prepares minutes for governance meetings and other committees as requested

• Assists the Vice Chancellor with the development and preparation of reports, proposals, briefings, and presentations

• Assists with the coordination and completion of common work documents produced by the Senior Vice Chancellor and her direct reports

• Manages department’s budgets, purchases, and financial matters; coordinates purchasing with Shared Services Center; ensures that invoices are paid in a timely manner; assists with procurement of goods and services for the division

• Supports the Senior Vice Chancellor’s work with the Associate and Assistant Vice Chancellors and other senior staff to ensure that system office operations are handled in a timely and appropriate manner

• Takes meeting notes for the Senior Vice Chancellor when requested

• Continuously searches for opportunities, technologies, practices, and systems that improve operations

• Ensures that the VCCS Policy Manual is kept up to date, as well as rosters, schedules, catalogs, online portals, and email address groups

• Coordinates travel arrangements for the Senior Vice Chancellor including appropriate authorizations of travel, reimbursement of expenses, and development of itineraries
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
• Ability to represent the office of the Senior Vice Chancellor with confidence, conviction, and professionalism.

• Exceptional interpersonal skills and the ability to interact effectively with a wide range of constituents, many of whom are community members of affluence and influence, including senior leadership, presidents, faculty, staff, Board members, and donor constituencies.

• Exceptional computer and organizational skills to track documents, manage budgets, maintain governance group membership lists, schedule internal and external meetings, and coordinate schedules.

• Ability to set a calm and professional tone.

• Willingness to be pro-active and take initiative when appropriate.

• Ability to work with highly confidential information.

• Exercises discretion and good judgment at all times.

• Willingness to see tasks to completion, sometimes necessitating working longer than normal hours or on weekends.
• Ability to become proficient in the use of state procurement tools and earn appropriate state credentials to provide procurement support for the AWP team.

A combination of education and experience providing the knowledge, skills and abilities needed to be successful in the position including:

• Ability to develop and prepare reports, proposals, briefings and presentations

• Experience with Microsoft Office Applications (Outlook, Word, Excel, PowerPoint, Teams) and web-based computer applications for scheduling, conducting virtual meetings and completing other administrative duties

• Experience in operational responsibilities with proven record of success

• Experience working in higher education, state government or other non-profit organizations

Additional Considerations
none
Operation of a State Vehicle No Supervises Employees No Required Travel
Travel as required.

Posting Detail Information

Posting Number CLS_3104P Recruitment Type General Public - G Number of Vacancies 1 Position End Date (if temporary) Job Open Date 06/26/2024 Job Close Date 07/10/2024 Open Until Filled Agency Website https://www.vccs.edu/ Contact Name Patsy Rose Email prose@vccs.edu Phone Number 8048194938 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
This position is a state classified position. All classified employees new to the Commonwealth of Virginia will serve a 12-month probationary period. The VCCS offers competitive compensation along with excellent benefits and opportunity for career development.
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.