Administrative Assistant to the Vice President of Academic Affairs and Student Services

Administrative Assistant to the Vice President of Academic Affairs and Student Services

Danville Community College

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.

JOB DESCRIPTION:

The Administrative Assistant will ensure that the Office of the Vice President for Academic Affairs and Student Services operates effectively and efficiently while maintaining a professional environment and high level of confidentiality. This position will assist the Vice President and will interact frequently with full-time and adjunct faculty and other college staff.

JOB DUTIES:

• Performs general administrative assistant duties to include answering telephone, greeting and directing office visitors appropriately, and sending and responding to email on the Vice President’s behalf.
• Performs word processing with documents which require composing correspondence, formatting, tables/columns creation, graphics, and merging information from different documents/applications. Works with Microsoft Excel to analyze and present data. Develops reports, using internal data systems to view, record, present, and analyze data.
• Conducts business on behalf of the Office of the Vice President for Academic Affairs and Student Services with principal contacts such as the College President, College Deans, full-time and adjunct faculty, academic affairs personnel, students, administrators, directors and managers of other institutional areas, and executives outside the department.
• Interacts with the community on behalf of the Office of the Vice President of Academic Affairs and Student Services, including verbal and written communications.
• Frequently handles highly sensitive, confidential, and/or other situations critical to overall unit operations.
• Prepares and distributes communications regarding campus initiatives including deadlines, upcoming events, meetings, and processes.
• Reviews contracts and documents for accuracy to present to the Vice President.
• Sends correspondence to faculty, staff, and students and coordinates the distribution of information, serving as the contact person for the department.
• Coordinates meetings and appointments for the Vice President, using scheduling systems and online meeting platforms.
• Proactively addresses concerns and streamlines processes to support the initiatives and strategies of the Vice President’s Office.
• Provides support in other areas during times of transition and changes within the academic and Student Services divisions.
• Stays up to date on college and VCCS policies, trends, compliance requirements, and changes in higher education and areas pertaining the Vice President’s college jurisdiction.
• Supports student support services such as advising, counseling, enrollment management, and student success programs.
• Works with curriculum development, accreditation processes, and faculty affairs.

KSA's/Required Qualifications         

• Demonstrated ability to manage office activities and administrative work with minimal supervision.
• Excellent customer service and organizations skills with the ability to multi-task and to greet/direct visitors as needed.
• 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.
• Excellent verbal and written communication skills.
• Ability to handle highly sensitive, confidential documents and communications.
• Demonstrated ability to interpret, apply and explain policies and procedures.
• Exceptional knowledge of and skills in Microsoft Office Suite, including spreadsheets and calendar programs, word processing systems, and database information systems.
• Ability to work with diverse populations and embrace the college’s commitment to diversity, equity and inclusion
• Knowledge of higher education processes and administration.
• Commitment to the college’s mission.

Additional Considerations                 

• 5 years of prior experience in an office setting.
• Experience working in a college environment.
• Experience with eVA, Chrome River, Cardinal, HCM, or other related procurement, travel and/or personnel management systems.
• Experience with learning managements systems (Canvas, Blackboard, etc.).

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

link for posting: https://jobs.vccs.edu/postings/72600

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/

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.           

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.     

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.