Executive Assistant to the Vice President of Academic and Student Success Services

Applicants must apply through: https://jobs.vccs.edu/postings/81233

Patrick & Henry Community College is seeking a self-motivated professional and team player to serve as the Executive Assistant to the Vice President for Academic and Student Success Services. This position plans and coordinates the functions of the Vice President for Academic and Student Success Service’s office, maintaining the confidentiality and integrity of all functions and actions. The individual will exercise initiative and exhibit professional judgment to ensure that matters directed to the VP’s office are handled expeditiously within VCCS, P&HCC, and Board policies and procedures. In addition, the individual will maintain and facilitate effective working relationships with students, college administrators, college faculty, staff, and the public in general. Primary duties include office administration, project management, and event coordination.

Responsibilities

• Administer informational input of class changes to PeopleSoft, including cancellations, new classes, instructor assignments, and class sizes.
• Accurately advise students and faculty of policies and procedures relative to registration and course schedule changes.
• Troubleshoot PeopleSoft issues and identify resolutions related to class schedules and course information.
• Coordinate Adjunct Services including the Development of Adjunct Faculty Contracts for Administrative Approval.
• Manage Coordination of Adjunct Faculty Inservice Activities each semester.
• Oversee Coordination and Maintenance of Complex Adjunct Faculty Spreadsheets.
• Oversee coordination of development of accurate handbooks, academic calendars, and working calendars adhering to policy.
• Receive visitors, incoming calls, etc. in facilitating/providing effective customer service.
• Responsible for incoming and outgoing mail.
• Schedule appointments, handle all necessary travel arrangements, and maintain a daily calendar for the Vice President.
• Maintain purchase card log to purchase office supplies as needed.
• Maintain and reconcile office department budget as well as grant budgets as assigned.
• Serve as liaison with the College’s Administrative Council.
• Attend weekly meetings, and prepare and maintain minutes.
• Plan and facilitate special projects as requested by the vice president. Work effectively and cooperatively as a member of the Special Events Committee.
• Coordinate service activities for faculty and staff each semester in conjunction with the President’s office.
• Coordinate procedures on student grievances and grade appeals.
• Assist with planning and coordination of graduation ceremony.
• Participate as a member of the Curriculum Committee to ensure curriculum changes, new programs, and discontinuance of programs are processed in a timely manner as well as obtain appropriate approvals.

Qualifications

• Ability to understand and apply VCCS and institutional policies and procedures.
• Extensive advanced computer application skills including word processing, spreadsheet, presentation, and database software.
• Exhibits a high level of interpersonal and organizational skills.
• Exceptional written and oral communication skills.
• Demonstrates high ethical standards due to the level of confidential information handled in job duties.
• Ability to prioritize and multi-task assignments and responsibilities effectively.
• Ability to perform necessary tasks independently or with minimum supervision.