Administrative Assistant to the Dean of Workforce Services

Title: Administrative Assistant to the Dean of Workforce Services

Agency: Piedmont Virginia Community College

Location: Albemarle - 003

FLSA: Nonexempt

Hiring Range: $43,000 - $47,000

Full Time or Part Time: Full Time

Additional Detail

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).

The Workforce Services division at Piedmont Virginia Community College is seeking an experienced professional to provide administrative assistance to the Dean of Workforce Services, support budgetary functions and special events, and ensure effective communication and collaboration within the Division of Workforce Services. This position works collaboratively with regional employers, organizations and community partners, as well as other college divisions and executive leadership team areas, while maintaining the highest degree of professionalism and confidentiality.

Duties and Responsibilities:

• Demonstrate excellent organizational skills and the ability to work simultaneously on a wide variety of tasks and special projects as assigned while being entrusted with appropriate discretion to implement and/or administer special projects.
• Maintain excellent communication with internal and external constituents.
• Demonstrate knowledge to develop and implement executive office procedures.
• Work independently to research, compile, develop, and summarize materials for reports, as well as collect and analyze information, identify problems, and provide recommendations to the Dean.
• Reconcile division revenues, expenditures and assets, identify and rectify errors, maintain records and provide regular updates and reports to the Dean.
• Input, edit and update program/course descriptions, schedules and templates in WES/SIS.
• Assist with and proofread adjunct payroll and contracts.
• Represent the Dean of Workforce Services as directed.
• Maintain confidentiality of sensitive materials handled through the Dean’s office.
• Confer regularly with the Dean to stay informed on issues.
• Serving as the executive administrative assistant to the Dean, the incumbent will maintain effective and efficient operations. This may include managing calendars, scheduling meetings and activities, screening, coordinating, and drafting correspondence, proofreading documents, obtaining price quotes and processing purchasing documentation, participating in planning and management meetings, serving as a liaison to administrative support staff in other departments/divisions, maintaining records and data, coordinating budgets, tracking, following up and providing timely and accurate responses to requests for information, and assisting with the creation and implementation of policies and procedures.
• Ensure compliance with college, division and state policies/procedures.
• Serve on division, college, community and other committees and project teams as needed.

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

• 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.
• Strong interpersonal and communication skills to effectively interact with individuals from a wide variety of backgrounds.
• Experience, comfort and enthusiasm in a fast-paced office environment.
• Effective analytical and critical thinking skills.
• Knowledge of software programs including Microsoft Excel, Word, Outlook, PowerPoint.
• Effective organizational skills to ensure timely progress and accuracy on multiple simultaneous tasks.
• Demonstrated commitment to community college philosophy and student success.
• Demonstrated ability to work effectively both independently and as part of small and large teams.

• Knowledge of VCCS academic and workforce development programs.
• Proficiency with WES student information system.
• Experience with Peoplesoft (SIS) student information system.
• Experience using AIS budgetary system to track revenue and expenditures.
• Experience with Commonwealth procurement regulations and use of eVA.
• Experience customizing spreadsheets and generating reports.