What are the responsibilities and job description for the Administrative Assistant position at Northern VA Community College?
Posting Summary
Working Title
Administrative Assistant
Role Title
Admin and Office Spec III
Role Code
19013-FP
FLSA
Nonexempt
Pay Band
03
Position Number
28001058
Agency
Northern VA Community College
Division
NV280-Provost Manassas
Work Location
Manassas - 683
Hiring Range
$55,000 - $65,000
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
8:30am-5:00pm Monday through Friday
Sensitive Position
No
Job Description
This posting is for NVCC employees only.
General Description:
The Administrative Assistant reports to the Dean/Director.
The Administrative Assistant provides mid to high level comprehensive administrative, operational, financial, technical, programmatic and custom service support in the Languages, Arts, and Social Sciences Division. The Administrative Assistant’s primary function is to provide administrative support, while also representing the {Unit/Division} office the community at large and routinely applying extensive interpersonal communication skills to provide a high level of customer service. This position develops and maintains positive relationships with internal and external partners, ensuring the office is represented in a professional manner and the needs of the office are met consistent
Duties and Tasks:
General Description:
The Administrative Assistant reports to the Dean/Director.
The Administrative Assistant provides mid to high level comprehensive administrative, operational, financial, technical, programmatic and custom service support in the Languages, Arts, and Social Sciences Division. The Administrative Assistant’s primary function is to provide administrative support, while also representing the {Unit/Division} office the community at large and routinely applying extensive interpersonal communication skills to provide a high level of customer service. This position develops and maintains positive relationships with internal and external partners, ensuring the office is represented in a professional manner and the needs of the office are met consistent
Duties and Tasks:
- Managing routine and non-routine business, day-do-day operations and activities of a busy office. Manages phone calls and correspondence (email, letters, and packages). Maintain office equipment. Provide office coverage.
- Performs administrative duties which involve confidentiality, accountability, and responsibility for making decisions on a varied issue and policies affecting the operation of the department, particularly handling confidential materials related to employee and students hiring.
- 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.
- Provides general administrative support for full and part-time faculty.
- Accurately creates and maintains records and databases.
- Utilizes regularly available College and State systems to accomplish assigned tasks, goals, and objectives for the {Unit/Division}.
- Produces ad hock 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 {Unit/Division}.
- May also be tasked with leading, organizing, planning, and implementing department, division, or campus events as well as helping to train other administrative assistants on College processes and procedures.
- Purchases supplies for the office staff and faculty members through the VCCS eVA procurement process. Assists with travel arrangements.
- May perform or be responsible for inventory, procurement, purchasing and budgetary actinos that support the {Unit/Division).
- May supervise part-time and/or student hires as directed by the {Assistant/Associate Director/Associate Dean}.
***All applicants must reside in Virginia, Maryland or District of Columbia.
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:
- Strong office administrative experience working in an educational environment.
- Strong experience with verbal and written (emails, letters, memos, etc.) professional communications.
- Experience with the creation and/or maintenance of file and database management.
- Strong occupational experience that requires strong organization and attention to detail.
- Experience using Google Docs, Microsoft Office, Chrome River, Adobe, People Soft, Administrative Information System (AIS), Student Information System (SIS), eVA Purchasing Software, Financial Information System (FIS), Blackboard, Image Now HR system, and Canvas.
- Strong experience providing customer service (in-person, email, telephone) in a high-volume environment and responding to a variety of inquiries from diverse populations.
- Supervisory experience.
Additional Considerations
- Strong experience working in administrative or operations that support at a community college setting or in higher education.
- Strong database and spreadsheet training.
- Strong experience assisting with budget oversight.
- Strong experience reviewing and negotiating contracts.
- Demonstrated experience interpreting and applying Virginia State procurement, accounts payable, and accounts receivable processes and policies.
Operation of a State Vehicle
No
Supervises Employees
No
Required Travel
N/A
Posting Detail Information
Posting Number
CLS_3608P
Recruitment Type
Agency Employee Only - E
Number of Vacancies
1
Position End Date (if temporary)
Job Open Date
02/20/2025
Job Close Date
03/06/2025
Open Until Filled
No
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
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 : $55,000 - $65,000
