What are the responsibilities and job description for the Administrative Assistant/Specialist position at Northern VA Community College?
Posting Summary
Working Title
Administrative Assistant/Specialist
Role Title
Admin and Office Spec II
Role Code
19012-FP
FLSA
Nonexempt
Pay Band
02
Position Number
28000307
Agency
Northern VA Community College
Division
NV280-Provost Medical Educ Ctr
Work Location
Fairfax County - 059
Hiring Range
$50,000 - $60,000
Emergency/Essential Personnel
No
EEO Category
E-Paraprofessional
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
Mon-Friday 8:30am-5:00pm, weekends as required
Sensitive Position
No
Job Description
General Description:
The Administrative Assistant reports to the Associate Dean and Dean as needed.
This position provides various administrative, operational, financial, technical, programmatic and customer service support and assistance for the Nursing program.
Duties and tasks:
The Administrative Assistant reports to the Associate Dean and Dean as needed.
This position provides various administrative, operational, financial, technical, programmatic and customer service support and assistance for the Nursing program.
Duties and tasks:
- Manages phone calls and correspondence (email, letters, and packages).
- Maintain office equipment.
- May assist with the operational flow of the {Unit/Division} office and leadership calendars.
- Greet and direct as needed all internal/external visitors and callers with courtesy while providing accurate and timely information.
- Assessing customer needs and handling complaints with professionalism.
- Referring complaints to appropriate parties when necessary.
- Provides assistance and support to faculty, staff, students and on occasion, externally with members of the community, alumni, and other professionals.
- Accurately creates and maintains records and databases.
- Utilizes regularly available College and State systems to accomplish assigned tasks, goals and objectives for the Nursing program.
- Produces ad hoc reports to respond to specific requests related to the {Unit/Division}, special campus projects and initiatives.
- May be responsible for the completion of Human Resources and/or Student related actions. Prioritize workload to ensure timely completion of projects and requested reports to ensure smooth and efficient operation of the Nursing program.
- May perform or be responsible for inventory, procurement, purchasing and budgetary actions that support the Nursing program
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.
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
Required KSAs:
- Knowledge of general business and office functions, practices, equipment, systems, and procedures.
- Knowledge of college programs, policies and procedures and the ability to interpret and explain them.
- Ability to exhibit discretion and diplomacy while maintaining information security and confidentiality regarding sensitive information.
- Strong problem solving, project management, analytical, critical thinking, and computer skills.
- Strong interpersonal skills used in daily interactions with a diverse population of internal and external individuals.
- Ability to work in an administrative/fast-paced environment that requires organization, precision, and accuracy.
- Ability to analyze data, prepare professional reports/summaries, preserve data integrity, and focus on attention to detail
- Ability to be self-motivated and exercise independent judgment, with minimal or no supervision.
- Ability to work under pressure and meet deadlines.
- Able to work flexible work schedules.
Minimum Qualifications:
- Administrative and customer services (in-person, email, and telephone) experience in a high-volume environment and responding to a variety of inquiries from diverse populations
- Front office management experience and utilizing the Internet and Microsoft Office Suite and Adobe
- Experience working with confidential documents
- Experience working in an educational environment
- Experience with verbal and written (emails, letters, memos, etc.) professional communications
- Experience with the creation and/or maintenance of file and database management
Additional Considerations
Additional Considerations:
- Certificate in Office Management.
- Experience with Chrome River, People Soft, Administrative Information System (AIS), Student Information System (SIS), Financial Information System (FIS), Image Now HR system and Canvas
- Experience working in administrative or operations support at a community college setting or in higher education
- Experience interpreting and applying NOVA college policies to help students with course and college questions
- Experience with procurement and purchasing, including State purchasing (eVA) software and policies
Operation of a State Vehicle
No
Supervises Employees
No
Required Travel
n/a
Posting Detail Information
Posting Number
CLS_3623P
Recruitment Type
General Public - G
Number of Vacancies
1
Position End Date (if temporary)
Job Open Date
02/25/2025
Job Close Date
04/08/2025
Open Until Filled
Agency Website
Contact Name
Email
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
Northern Virginia Community College (NOVA) is the largest public institution of higher education in the Commonwealth of Virginia and one of the largest community colleges in the nation. NOVA enrolls nearly 75,000 students on its six campuses in Alexandria, Annandale, Sterling, Manassas, Springfield, and Woodbridge, as well as through NOVA Online and high school dual enrollment programs. The College offers more than 100 affordable associate degree and certificate programs to help our students reach their academic and professional goals in some of the most in-demand careers.
At NOVA, we are deeply committed to fostering an inclusive community for all students, faculty, and staff, and our diverse workforce is representative of this commitment. To this end, we encourage all applicants seeking to add value through their diverse backgrounds, experiences, and interests to consider employment opportunities with NOVA. To learn more about NOVA’s commitment to inclusive excellence, please visit our website.
NOVA offers eligible employees a benefits package that includes a comprehensive health and dental insurance program, generous paid leave, deferred compensation plans, paid parental leave, state employee discounts, and a solid and secure retirement program.
We strive to ensure our employees have the tools and development opportunities to support and promote NOVA’s mission. For more information about NOVA and its programs and services, please visit our website at
The security of our students, faculty, and staff is very important at NOVA. Please take a moment to review NOVA’s Annual Security Reports.
*1 day of telework per week after probation.
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, an EEO employer, welcomes applications from people of all backgrounds and recognizes the benefits of a diverse workforce. Therefore, the VCCS is committed to providing a work environment free of discrimination and harassment. Employment decisions are based on business needs, job requirements and individual qualifications. We prohibit discrimination and harassment on the basis of race, color, religion, sex, national origin, age, sexual orientation, mental or physical disabilities, political affiliation, veteran status, gender identity, or other non-merit factors.
ADA Statement
The VCCS is an EOE and Affirmative Action Employer. In compliance with the Americans with Disabilities Acts (ADA and ADAAA), VCCS will provide, if requested, reasonable accommodation to applicants in need of access to the application, interviewing and selection processes.
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 : $50,000 - $60,000
