Administrative Assistant - Workforce Development

Title: Administrative Assistant - Workforce Development

Agency: Piedmont Virginia Community College

Location: Albemarle - 003

FLSA: Nonexempt

Hiring Range: $18.00 - $22.00 per hour

Full Time or Part Time: Part Time

Additional Detail

Job Description:

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, Workforce Development (Part-time)

Department: Workforce Development and Corporate Partnerships

Employment type: part-time (wage), non-benefited, 29 hours or less per week, on site

Position Purpose: The Workforce Development Division at Piedmont Virginia Community College is seeking a highly organized, innovative, and collaborative individual for an administrative position. This role delivers administrative and office support to the Executive Director of Workforce and assists with the daily operations of the Workforce Development Division.

Duties and Responsibilities:

• Provide clerical and reception support to the division’s office, which may include receiving visitors by phone or in-person and responding to basic inquiries, directing more complex questions to the appropriate persons within the division, maintaining the organization of the division office’s supplies and equipment, and taking minutes in meetings, among other tasks.
• Assists the Executive Director of Workforce with relevant tasks where necessary.
• Assist in coordinating appointments and meetings for division leadership by determining the availability of included parties to identify appropriate times for meetings, disseminating agendas for meetings, and assisting in managing the daily calendar of the Executive Director.
• Collects and stores course syllabi, manages online room requests for Main Building, etc. at the request of workforce division staff. Also serves as the key operator for division copier and assists with orienting faculty to machine. Submits any building related maintenance requests to the Building and Grounds Department as necessary.
• Ensures course book/material orders are submitted for purchasing by due dates. Obtains desk copies/publisher site access for faculty.
• Collaborates with executive director, director, and program managers in preparation of course schedules and accurately enters course schedules into the student information system (SIS).
• Ensures program webpages are accurate and up to date. Posts Workforce division announcements on the PVCC systems to be broadcast throughout the college. Manages bulletin boards and the division newsletter. In addition, also posts faculty awards and achievements on the internal PVCC eNews publication.
• Orders supplies and equipment for division office needed via the Ariba electronic ordering system (eVa).
• Complies with the rules and regulations of the State Procurement Manual and the college purchasing office.
• Works with workforce leadership to assist with issues concerning all instructional programs.
• Serves as division liaison with college IT for the student information system (SIS), webpage and to Building and Grounds for building maintenance issues.
• Coordination and provision of office staffing/coverage, including working consistently, 29 hours a week within the range of Monday-Thursday, 8am-7pm, Friday 8am-5pm.

• Proficient keyboarding and data entry skills with a high level of accuracy.
• Working knowledge of word processing, spreadsheet, and related office software used to create and format professional documents.
• Experience operating standard office equipment, including copiers and duplicating machines.
• Strong organizational skills, including the ability to maintain records, track assignments, and manage files efficiently.
• Ability to handle multiple projects concurrently while meeting deadlines.
• Capacity to follow guidance and coordinate work with multiple supervisors or stakeholders.
• Skill in prioritizing tasks based on urgency, deadlines, and operational needs.
• Effective customer service skills, including professional communication with internal and external customers.
• Ability to work collaboratively with others in a team-oriented or training-focused environment.

• Training or coursework in administrative support, business operations, or a related field, or equivalent combination of education and experience.
• Experience in front-facing or client-serving roles requiring frequent interaction with the public or internal customers.
• Experience working in a community college environment or within the Virginia Community College System (VCCS).
• Experience using enterprise or financial management systems such as Emburse, eVA, and PeopleSoft.