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Administrative Assistant to the Office of the President

Albemarle County

Administrative Assistant to the Office of the President

  • https://jobs.vccs.edu/postings/56320
  • Albemarle County, Virginia, United States
  • PRESIDENT (Piedmont Virginia)
  • Piedmont Virginia Community College

Title: Administrative Assistant to the Office of the President

Agency: Piedmont Virginia Community College

Location: Albemarle - 003

FLSA: Non-Exempt

Hiring Range: $40,000 to $45,000

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).

Administrative functions
  • Prepare written correspondence, flyers, invitations, and various documents
  • Record, track, and process incoming documents for the President’s Office
  • Process and track purchases for the President’s Office; maintain budget and related documentation
  • Maintain databases and spreadsheets
  • Recognize employee special occasions
  • Serve as co-collaborator for weekly internal news publication
  • Retrieve student data as needed using the student information system
  • Make copies, distribute correspondence and mail
  • Maintain paper and electronic files
  • Serve as backup for gift management processing
  • Order office supplies and oversee supply inventory
  • Assist with projects for members of the President’s Staff
Receptionist/Scheduler
  • Serve as the reception point and information source for visitors; direct and screen as appropriate
  • Provide multi-line phone support using exceptional customer service skills; direct and screen
  • Receive, screen, and schedule requests for meetings with the President
  • Coordinate parking for special guests
  • Maintain President’s Outlook calendar daily, tracking out-of-office schedules for members of President’s staff
  • Work with a team on a rotational basis to ensure daily events and meetings are posted for the public
  • Electronically schedule reservations for PVCC conference rooms and event spaces
  • Aid in securing travel needs for President; process travel reimbursements for College Board Members
  • Serve as back-up office coverage for President’s Staff administrative assistants
Assist in coordination of meetings, events and special projects
  • Provide comprehensive planning and logistical support for the Assistant to the President and Special Projects Coordinator with college activities, meetings, and events such as graduation, awards ceremonies, and receptions. This may include logistics such as database creation, event setup and breakdown, parking, catering, ushering, and tracking of the aforementioned.
  • Assist President’s Staff administrative assistants with event planning
Serve as stand-in for Assistant to the President
Provide back-up as necessary to ensure office operations and assistance to President is maintained

Minimum Qualifications: HS diploma/GED required; associate degree preferred. Education or training in administrative support technology or related field or equivalent. Candidates must have proficiency in executive level office procedures and Microsoft Office; excellent interpersonal skills; strong verbal and written communications; planning and organization; managing multiple projects simultaneously; working independently; and good judgment relating to customer service and human relations. Exceptional customer service skills; command of confidentiality and tact are required; ability to manage interactions with visitors, students, faculty, and staff as well as public officials.
Preferred Qualifications:

Associate degree preferred

 

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer

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