Administrative Assistant to the VP of Finance & Administrative Services

Title: Administrative Assistant to the VP of Finance & Administrative Services

Agency: Piedmont Virginia Community College

Location: Albemarle - 003

FLSA: Nonexempt

Hiring Range: $47,500 - $52,500

Full Time or Part Time: Full Time

Additional Detail

Job Description:

Position Description – Administrative Assistant to the Vice President of Finance and Administrative Services

Piedmont Virginia Community College (PVCC) is a public, open access institution of higher education in the Virginia Community College System whose main campus is located in Charlottesville, Virginia. This is home to the Charlottesville Historic Downtown Mall, The Jefferson School African American Heritage Center, and the John Paul Jones Arena (JPJ). As a comprehensive community college, the College provides quality, accessible, and affordable educational opportunities for the residents of the City of Charlottesville and the counties of Albemarle, Buckingham, Fluvanna, Greene, Louisa, and Nelson. 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 seeks to attract, welcome, and retain individuals who reflect the communities we serve.

Position Title: Administrative Assistant to the Vice President of Finance and Administrative Services

Department: Vice President of Finance and Administrative Services

Employment type: Full-time classified, non-exempt

Position Purpose: The purpose of the position is to provide administrative assistance to the Vice President for Finance and Administrative Services and supporting offices and functions in the Division of Finance and Administrative Services while maintaining the highest degree of professionalism and confidentiality.

This position will:

• Demonstrate knowledge to develop and implement executive office procedures and supervisory skills.
• Maintain working knowledge of computer applications and software packages.
• Demonstrate excellent organizational skills and the ability to prioritize and handle many varied tasks simultaneously with attention to detail and accuracy.
• Maintain excellent communication with faculty, administrators, staff, students, state agencies and external constituents.
• Work independently, demonstrate self-motivation and initiative while maintaining the ability to work as a team member.
• Maintain confidentiality of sensitive materials handled through the VP’s office.

Duties and Responsibilities:

As the Executive Administrative Assistant to the Vice President, the individual will ensure smooth and efficient office operations. This includes managing visitor and phone call screenings, preparing correspondence, and organizing both manual and electronic files for easy access. The role also involves scheduling meetings, appointments, making travel arrangements, and handling expense reports. The individual will use the Commonwealth of Virginia's eVA procurement system and the Virginia Community College Shared Service Center to order and receive various products and services.

Additionally, the individual will work closely with and support the leadership of the Finance and Administrative Services departments, including the Director of Financial Services, the Chief of Police, and the Facilities Manager, assisting with coordination and collaboration as needed.

Other duties include:

• Maintain and update college policy manual per policy, process and schedule or as needed.
• Updating safety and emergency plans.
• Stormwater management (MS4) report and compliance including dam permits and regulations.
• Coordinates and records Finance and Administration departments’ annual objectives.
• Coordinates development and review of clinical agreements, MOU’s and leases to ensure compliance with legal standards and policies.
• Liaison with Copy Center contractor ensuring quality service and ordering supplies.
• Liaison with vending contractor ensuring quality service.
• Receive requests to use facilities; reserve facilities per policy; coordinate and monitor staff that prepare the facilities for guest use.
• Receive, research, and coordinate with other college offices tuition refund requests and prepare responses.
• Administrator of the Maxient incident reporting system.
• Coordinate the Parking Appeals Committee and prepare responses.
• Record minutes for variety of VPFAS meetings.
• Coordinate and prepare college requests for local funds from counties.
• Administrator of the AdAstra scheduling system.
• Assist in the coordination of Department and College events.
• Serve as the College’s Freedom of Information Act (FOIA) Officer.

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

• Administrative assistant and/or customer service experience
• Applicable experience in a related field or a combination of comparable education and experience
• Superior computer skills to include word processing, spreadsheets, databases, online calendars, and use of the Internet
• Significant experience with Microsoft Office Suite
• Ability to multi-task
• Proven track record of successfully completing assignments by established deadlines with minimal supervision
• Ability to learn new skills quickly
• Demonstrated commitment to excellent customer service and interacting with colleagues in a positive manner
• Strong communication skills
• Ethical and able to keep information confidential

• Further education in a relevant discipline
• Community college experience or experience in the Virginia Community College System (VCCS)
• Experience with Chrome River, eVA and PeopleSoft