Administrative Assistant

Title: Administrative Assistant

Agency: Piedmont Virginia Community College

Location: Charlottesville - 540

FLSA: Nonexempt

Hiring Range: $20.00 - $25.00 per hour, depending on experience

Full Time or Part Time: Part Time

Additional Detail

Job Description:

Position Description – Administrative Assistant

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

Department: Institutional Advancement and Development

Employment type: part-time, non-benefitted, 29 hours or less per week

Position Purpose: Provides direct overall support to the Vice President of Advancement and External Affairs (VPAEA) and members of the AEA Division. Specifically responsible for serving as the initial interface between the Vice President and the internal and external community; routinely interacting with multiple constituencies including campus partners, donors, and governance (College Advisory and Educational Foundation Boards); providing comprehensive administrative support through the planning and managing of meetings and events, calendar management, document preparation, and responding to inquiries; and independently managing specific projects and processes as assigned.

Duties and Responsibilities:

• Receive inquiries from faculty, staff, donors, and community members and respond to these inquiries in a timely, professional, and positive manner.
• Utilize software applications (Raiser’s Edge, Financial Edge, AwardSpring, and the College’s other CRM solutions) to support advancement activities including but not limited to data entry, analysis, and reporting.
• Develop and maintain administrative systems within the office such as:
  • Coordinating an effective acknowledgement and stewardship process for donors through letters, telephone, email, and database management
  • Coordinating an effective scholarship awards management and recognition activities
  • Maintaining the division calendar.
  • Coordinating logistics and documentation for Educational Foundation Board and Committee meetings. 
  • Accurate and timely processing and reporting of all donations received.
  • Reviewing and/or preparing and processing paperwork and/or electronic requests which may include purchase requisitions, travel, expense reimbursements, budget transfers, and other actions.
  • Coordinating and assisting in the preparation and monitoring/tracking of the division’s budgets, grants, initiatives and/or funding sources as assigned. Analyzes financial reports, constraints and timelines; prepares requests for fund transfers. Handles or assists with financial transactions and control procedures. Processes expenditures, purchases, budget transfers and other actions. Develops and analyzes financial reports and maintains selected fiscal records.
• Write, proofread, edit and send correspondence, including but not limited to: fund agreements, addendums, donor letters and gift proposals.
• Maintain pertinent documentation and records required by PVCC and the Educational Foundation.
• Plan, coordinate, and manage fundraising, special events, and programs.
• Provide administrative support to the division as needed with a positive attitude.
• Perform additional duties as assigned.

• Experience handling confidential, sensitive, or personally identifiable information in a professional setting.
• Demonstrated experience managing multiple assignments, projects, or deadlines simultaneously with limited supervision.
• Demonstrated experience providing administrative support in a professional office environment, including calendar management, scheduling meetings, preparing correspondence, maintaining records, and responding to inquiries.
• Experience preparing, proofreading, and editing business correspondence or other professional documents for accuracy, grammar, formatting, and completeness.
• Experience providing customer service and communicating professionally with individuals from a variety of internal and external constituencies.
• Demonstrated experience using Microsoft Excel to enter, organize, manipulate, and/or report data, including use of formulas, sorting, filtering, or similar functions.
• Ability to communicate effectively orally and in writing, as demonstrated through application materials and the selection process.

• Experience providing administrative support within a fundraising and development environment.
•  Experience using Raiser’s Edge, Financial Edge, AwardSpring or similar fundraising and development CRM software.