Admin and Office Spec III

Title: Admin and Office Spec III

Agency: Virginia Highlands Community College

Location: Washington - 191

FLSA: Nonexempt

Hiring Range: Starting salary $35,000 commensurate on experience and education

Full Time or Part Time: Full Time

Additional Detail

Job Description:

Virginia Highlands Community College serves our community by providing quality and affordable education, training, and cultural activities through an array of flexible, diverse programs that enable community members to succeed today and in the future.

Virginia Highlands Community College (VHCC) is seeking an Administrative Assistant/Office Manager for the School of Arts and Sciences (A&S). This teammate promotes the mission of the College and provides support to the dean, assistant dean, faculty, students, staff, outside agencies, and stakeholders.

The successful candidate will demonstrate the following characteristics:

• Maintain high level of confidentiality and ethics in performance of all job duties.
• Communicate productively with students, faculty, and other staff and administrators to facilitate the well-organized functioning of the School.
• Employ efficient use of computer skills in the operation and application of all Microsoft Office Suite programs as well as PeopleSoft (Student Information System-SIS) and eVA (Virginia eProcurement Management).
• Employ frontline decision-making skills when responding to requests for information and interpreting Virginia Community College System (VCCS) and VHCC documents, policies, and procedures.
• Work independently and as a team member prioritizing tasks and employing problem-solving measures.
• Trouble-shoot and correct minor problems with automated office equipment.

Duties would include:

Cost Center Liaison:

• In coordination with the dean, individually resolve purchasing issues that arise in managing Arts and Sciences departmental budgets. These duties include:
  • Assist faculty with submitting travel estimates and reimbursements through Chrome River, request for state car, travel expense reimbursement voucher and maintaining detailed financial records as required by the VHCC Business Office.
  • Provide guidance as the Cost Center Liaison to A & S faculty and staff and Arts Array program coordinators concerning policies and procedures for submitting purchase requests and obtaining quotes from vendors.
  • Prepare purchase requests for supplies, parts, equipment, and chemicals through VCCS Shared Services.
  • Checking with internal and external agencies and creditors to verify product specifications and pricing including shipping and handling charges.
  • Determining mode of payment and obtaining federal identification numbers.
  • Determining adequate funds before requesting orders.
  • Placing orders electronically through the eVA Purchasing System.
  • Prepare follow-up documentation through VCCS eVA Shared Services (i.e., vouchers, receiving reports).
  • Reconciling credit card statements and submitting copies to the VHCC Business Office including purchase order log and statement cover sheet.

School of Arts and Sciences Enrollment Management:

• In coordination with the dean, individually provide guidance to faculty, staff, and students in the areas of scheduling classes, advising and counseling referrals, and sources of tutoring.
• Enter and maintain class schedules for the School of Arts and Sciences in the PeopleSoft (SIS) system. This includes setting up class schedules, determining facilities, managing room conflicts, maintaining people data by adding and updating instructors, completing the instructor/advisor table, adding class notes, updating class associations, adding class sections, printing the instructor schedule, and printing the schedule of classes for each semester. Dynamically dating those classes offered out of sequence during a semester, and updating the schedule with any change (room, time, instructor, cancellations, etc.) and/or additions during the semester.
• Schedule A&S dual enrollment sections
• Process adjunct faculty contracts – records management; coordination between VPs administrative assistant, HR manager, dean, assistant dean, and adjunct faculty.

School of Arts and Sciences General Duties:

• Greet visitors to office, answer telephone and take messages for dean, assistant to the dean, full-time and adjunct faculty. Send messages by e-mail and/or put in mailboxes. Assist the public, prospective students, current students, and staff either in person, by e-mail, or by phone concerning their inquiries regarding classes, instructor’s schedules, etc. Also e-mail and mail information such as class schedules and catalogs. Give directions to the public and students, both in person, by e-mail, or phone; help students with registration, add-drop forms, etc.
• With content information only from the dean, assistant to the dean, and faculty, independently prepare class schedules, schedule conference room, order and set up refreshments for meetings, and prepare forms to inform others and to resolve issues required in efficiently managing the School’s business.
• Sort and distribute mail, make copies, answer phone inquiries, and provide information and guidance to students and visitors.
• Work with outside agencies and persons to facilitate the School’s academic and vocational functions and programs.
• Coordinate room utilization requests.

Record Management:

• Assist faculty to prepare and maintain College and Virginia Community College System (VCCS) system files, classroom schedules, purchase orders, travel expense files, and a college catalog library. Maintain all book orders for the School and contact publishers and vendors for desk copies, etc., as requested.
• Prepare and maintain a complete set of adjunct faculty personnel files for the school-transitioning these to electronic files moving forward. Develop a semester-by-semester record of adjunct faculty credits and pay rates.
• Maintain all course record files and verify that each contains a syllabus.

Research and Assessment:

• Assist in the preparation of reports and presentations at the request of School members using Word, Excel, Publisher, and other appropriate software.

External Agencies:

• Provide administrative assistance in managing the programs and functions of groups or events managed or sponsored by the School of Arts and Sciences, including, but not limited to:
  • Contacting outside partners and institutions to organize meetings, facilities, equipment, food, and lodging for each function.
  • Preparing minutes of all meetings and preparing follow-up reports.
  • Generating reports and contacting all support or consulting personnel required to complete reports.

Institutional Effectiveness:

• Participate in institutional effectiveness activities and processes in the School of Art and Sciences including, but not limited to:
  • Performance of normal assigned duties and special projects; data gathering, reviewing and reporting; departmental and college-wide surveys; and related workshops/seminars.
  • Assist the dean and the faculty, as assigned, in developing, implementing and evaluating appropriate institutional/departmental effectiveness activities.

Other duties as assigned

• Perform any other duties as assigned.
• Assist the agency or state government as needed in the event of an emergency.

This is not a remote position.

• Associate degree in Administrative Support Technology or an equivalent degree and/or equivalent experience

• Excellent computer skills including word processing, spreadsheets, and general use of computer and computer-based systems

• Excellent communication and other relevant interpersonal skills necessary to work with a variety of individuals, organizations, and populations

• Effective organizational, critical-thinking, problem-solving, and time-management skills

• Previous successful experience using PeopleSoft (SIS)

• Previous successful experience using eVA Virginia’s eProcurement Marketplace

• Previous successful experience in a higher education office setting