What are the responsibilities and job description for the Administrative Assistant for Workforce Services Division position at Danville Community College?
Posting Summary
Working Title
Administrative Assistant for Workforce Services Division
Role Title
Admin and Office Spec III
Role Code
19013-SW
FLSA
Nonexempt
Pay Band
03
Position Number
27900013
Agency
Danville Community College
Division
Danville Community College (Div)
Work Location
Danville - 590
Hiring Range
$35,000 - $45,000
Emergency/Essential Personnel
No
EEO Category
F-Admin Supp
Full Time or Part Time
Full Time
Does this position have telework options? -Telework options are subject to change based on business needs-
Does this position have a bilingual or multilingual skill requirement or preference?
Work Schedule
The normal working hours for this position are:
Monday – Friday 7:30 a.m. – 4:30 p.m. in order to support faculty, staff, and students in the RCATT building.
Flexibility is needed to support the division. This is a fully face-to-face position.
Monday – Friday 7:30 a.m. – 4:30 p.m. in order to support faculty, staff, and students in the RCATT building.
Flexibility is needed to support the division. This is a fully face-to-face position.
Sensitive Position
No
Job Description
Danville Community College developed from two institutions, Danville Technical Institute and the Danville Division of Virginia Polytechnic Institute opened in 1936 as Danville Textile School, becoming Danville Technical Institute just after World War II. The Danville Division of Virginia Polytechnic Institute first began as an engineering division in 1946 and was later expanded to include the first two years of course work for all engineering, business administration, liberal arts, and science majors. Beginning in the summer of 1966, all programs taught by Danville Technical Institute were brought under the Virginia Department of Community Colleges. Effective July 1, 1968, the Danville Division of Virginia Polytechnic Institute merged with the existing community college providing the comprehensive programs now offered.
Danville Community College seeks an organized and detail-oriented administrative assistant for the Workforce Services Division. The administrative assistant works in a collaborative team manner to provide clerical, organizational and administrative support for the division.
JOB RESPONSIBILITIES:
Danville Community College seeks an organized and detail-oriented administrative assistant for the Workforce Services Division. The administrative assistant works in a collaborative team manner to provide clerical, organizational and administrative support for the division.
JOB RESPONSIBILITIES:
- Greet everyone in the RCATT building as the first face seen by faculty, staff, and students.
- Prepare the building for students’ arrival in the morning.
- Provide ongoing administrative support to the Director of Workforce Services, such as providing scheduling assistance.
- Answer and direct phone calls and phone messages timely and efficiently.
- Complete payroll spreadsheets (adjuncts teaching full-time, adjuncts teaching part-time, summer full-time faculty, and vouchers for non-credit classes).
- Ensure lecturers’ contracts conform to college policy.
- Serve as divisional payroll officer.
- Serve as Campus Contact Person for Workforce Services and the (Workforce Enterprise System – WES) Non-Credit Web Application and Registration.
- Enroll students in courses in the WES system and add courses when applicable.
- Support Career and Technical Education faculty with administrative tasks.
- Assist in the development of Workforce Services course schedule each semester; credit/non-credit. Enter the course schedule into the PeopleSoft/WES Systems.
- Assist with the assignment of non-credit course prefixes and enter into the new WES Catalog and maintain permanent listings of prefixes and course numbers. Generate registrations, class rolls, and billing/invoicing information.
- Enter information needed to report credentials awarded to Danville Community College.
- Learn new software Perceptive Content used in conjunction with scanner to upload earned VCCS approved Credentials into SIS.
- Submit travel pre-approval and reimbursement requests through ChromeRiver.
- Request desk copies of textbooks for instructors and place textbook orders. Maintain course syllabi and course outline files.
- Process requests to Business Office for requesting them to invoice company for contract courses. Arrange classroom space for specialized programs.
- Assist with procurement for the division.
- Set up and enroll students in recertification classes. Submit recertification information to the Department of Professional and Occupational Regulation (DPOR).
- Maintain course outlines, student evaluation forms, final program reports and disseminate as necessary.
- Participate in ongoing professional development when offered/advised.
- Serve on and actively participate in college committees.
- Other duties as assigned.
Special Assignments
May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.
KSA's/Required Qualifications
- A minimum of two years’ experience in providing administrative support in an office environment.
- Working knowledge of office practices and procedures and strong computer skills.
- The ability to follow and interpret oral and written rules and regulations, good communication skills, and strong human relation skills.
- Excellent customer service, communication, and organization skills with the ability to multi-task and to greet/direct visitors as needed.
- Flexibility to meet programming needs and support the division and college as a whole in a professional manner.
- Exceptional attention to detail, gained through experience in office practices, procedures, grammar, spelling and punctuation.
- Exceptional professionalism and ability to work with diverse constituents, to include college and government officials, faculty and staff, students, the community, and the general public.
- Ability to handle highly sensitive, confidential documents and communications.
- Ability to compile, interpret, and report out data.
- Exceptional knowledge of and skills in Microsoft Office Suite, including spreadsheets and calendar programs, word processing systems, and database information systems.
Please attach any supporting documents that demonstrate relevant knowledge, training, and/or experience.
Additional Considerations
- Experience with Workforce Enterprise System (WES), non-credit web application.
- Experience with PeopleSoft, Student Information System (SIS), web-based procurement (eVA), and ChromeRiver for travel pre-approval and reimbursement.
Operation of a State Vehicle
No
Supervises Employees
No
Required Travel
Some travel may be required.
Posting Detail Information
Posting Number
CLS_3653P
Recruitment Type
General Public - G
Number of Vacancies
1
Position End Date (if temporary)
Job Open Date
03/07/2025
Job Close Date
04/06/2025
Open Until Filled
Agency Website
Contact Name
Rachel Baines
Email
rachel.baines@danville.edu
Phone Number
Special Instructions to Applicants
In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth’s Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter. To request an AHP Letter, use this link:
Additional Information
Background Check Statement Disclaimer
The selected candidate’s offer is contingent upon the successful completion of a criminal background investigation, which may include: fingerprint checks, local agency checks, employment verification, verification of education, credit checks (relevant to employment). Additionally, selected candidates may be required to complete the Commonwealth’s Statement of Economic Interest. For more information, please follow this link: http://ethics.dls.virginia.gov/
EEO Statement
The Virginia Community College System (VCCS) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, political affiliation, veteran status, sexual orientation, gender identity or other non-merit factors.
ADA Statement
The Virginia Community College System (VCCS) is an Equal Employment Opportunity employer and complies with the Americans with Disabilities Acts (ADA and ADAAA), to provide, reasonable accommodation to applicants in need of access to the application, interviewing, and selection processes when requested.
E-Verify Statement
VCCS uses E-Verify to check employee eligibility to work in the United States. You will be required to complete an I-9 form and provide documentation of your identity for employment purposes.
Salary : $35,000 - $45,000
