What are the responsibilities and job description for the Administrative Assistant to the VP of Finance & Administrative Services position at Piedmont Virginia Community College?
Working Title Administrative Assistant to the VP of Finance & Administrative Services Role Title Admin and Office Spec III Role Code 19013-SW FLSA Nonexempt Pay Band Position Number 28200017 Agency Piedmont Virginia Community College Division Piedmont Virginia Community College (Div) Work Location Albemarle - 003 Hiring Range $47,500 - $52,500 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
Work Schedule: Monday-Friday, 8:00 a.m. to 5:00 p.m., with occasional night and weekends if necessary. This is a full-time (non-exempt) position providing services in-person for students at college and community locations.
Sensitive Position No Job Description
Position Description – Administrative Assistant to the Vice President of Finance and Administrative Services
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 to the Vice President of Finance and Administrative Services
Department: Vice President of Finance and Administrative Services
Employment type: Full-time classified, non-exempt
Position Purpose: The purpose of the position is to provide administrative assistance to the Vice President for Finance and Administrative Services and supporting offices and functions in the Division of Finance and Administrative Services while maintaining the highest degree of professionalism and confidentiality.
This Position Will
As the Executive Administrative Assistant to the Vice President, the individual will ensure smooth and efficient office operations. This includes managing visitor and phone call screenings, preparing correspondence, and organizing both manual and electronic files for easy access. The role also involves scheduling meetings, appointments, making travel arrangements, and handling expense reports. The individual will use the Commonwealth of Virginia’s eVA procurement system and the Virginia Community College Shared Service Center to order and receive various products and services.
Additionally, the individual will work closely with and support the leadership of the Finance and Administrative Services departments, including the Director of Financial Services, the Chief of Police, and the Facilities Manager, assisting with coordination and collaboration as needed.
Other Duties Include
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
minimal
Posting Number CLS_3706P Recruitment Type General Public - G Number of Vacancies 1 Position End Date (if temporary) Job Open Date 04/03/2025 Job Close Date 05/04/2025 Open Until Filled Agency Website pvcc.edu 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: https://www.dars.virginia.gov/drs/cpid/PWContact.aspx or call DARS at 800-552-5019, or DBVI at 800-622-2155
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.
Quicklink for Posting https://jobs.vccs.edu/postings/83950
Work Schedule: Monday-Friday, 8:00 a.m. to 5:00 p.m., with occasional night and weekends if necessary. This is a full-time (non-exempt) position providing services in-person for students at college and community locations.
Sensitive Position No Job Description
Position Description – Administrative Assistant to the Vice President of Finance and Administrative Services
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 to the Vice President of Finance and Administrative Services
Department: Vice President of Finance and Administrative Services
Employment type: Full-time classified, non-exempt
Position Purpose: The purpose of the position is to provide administrative assistance to the Vice President for Finance and Administrative Services and supporting offices and functions in the Division of Finance and Administrative Services while maintaining the highest degree of professionalism and confidentiality.
This Position Will
- Demonstrate knowledge to develop and implement executive office procedures and supervisory skills.
- Maintain working knowledge of computer applications and software packages.
- Demonstrate excellent organizational skills and the ability to prioritize and handle many varied tasks simultaneously with attention to detail and accuracy.
- Maintain excellent communication with faculty, administrators, staff, students, state agencies and external constituents.
- Work independently, demonstrate self-motivation and initiative while maintaining the ability to work as a team member.
- Maintain confidentiality of sensitive materials handled through the VP’s office.
As the Executive Administrative Assistant to the Vice President, the individual will ensure smooth and efficient office operations. This includes managing visitor and phone call screenings, preparing correspondence, and organizing both manual and electronic files for easy access. The role also involves scheduling meetings, appointments, making travel arrangements, and handling expense reports. The individual will use the Commonwealth of Virginia’s eVA procurement system and the Virginia Community College Shared Service Center to order and receive various products and services.
Additionally, the individual will work closely with and support the leadership of the Finance and Administrative Services departments, including the Director of Financial Services, the Chief of Police, and the Facilities Manager, assisting with coordination and collaboration as needed.
Other Duties Include
- Maintain and update college policy manual per policy, process and schedule or as needed.
- Updating safety and emergency plans.
- Stormwater management (MS4) report and compliance including dam permits and regulations.
- Coordinates and records Finance and Administration departments’ annual objectives.
- Coordinates development and review of clinical agreements, MOU’s and leases to ensure compliance with legal standards and policies.
- Liaison with Copy Center contractor ensuring quality service and ordering supplies.
- Liaison with vending contractor ensuring quality service.
- Receive requests to use facilities; reserve facilities per policy; coordinate and monitor staff that prepare the facilities for guest use.
- Receive, research, and coordinate with other college offices tuition refund requests and prepare responses.
- Administrator of the Maxient incident reporting system.
- Coordinate the Parking Appeals Committee and prepare responses.
- Record minutes for variety of VPFAS meetings.
- Coordinate and prepare college requests for local funds from counties.
- Administrator of the AdAstra scheduling system.
- Assist in the coordination of Department and College events.
- Serve as the College’s Freedom of Information Act (FOIA) Officer.
- Choice of health, dental, disability, and life insurance plans offered through the Commonwealth of Virginia
- Generous leave benefits
- Tuition waiver program for studies at PVCC and opportunities for professional development and career advancement
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
- Administrative assistant and/or customer service experience
- Applicable experience in a related field or a combination of comparable education and experience
- Superior computer skills to include word processing, spreadsheets, databases, online calendars, and use of the Internet
- Significant experience with Microsoft Office Suite
- Ability to multi-task
- Proven track record of successfully completing assignments by established deadlines with minimal supervision
- Ability to learn new skills quickly
- Demonstrated commitment to excellent customer service and interacting with colleagues in a positive manner
- Strong communication skills
- Ethical and able to keep information confidential
- Further education in a relevant discipline
- Community college experience or experience in the Virginia Community College System (VCCS)
- Experience with Chrome River, eVA and PeopleSoft
minimal
Posting Number CLS_3706P Recruitment Type General Public - G Number of Vacancies 1 Position End Date (if temporary) Job Open Date 04/03/2025 Job Close Date 05/04/2025 Open Until Filled Agency Website pvcc.edu 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: https://www.dars.virginia.gov/drs/cpid/PWContact.aspx or call DARS at 800-552-5019, or DBVI at 800-622-2155
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.
Quicklink for Posting https://jobs.vccs.edu/postings/83950
Salary : $47,500 - $52,500
