Administrative Assistant

Title: Administrative Assistant

Agency: Northern VA Community College

Location: Manassas - 683

FLSA: Nonexempt

Hiring Range: $55,000 - $65,000

Full Time or Part Time: Full Time

Additional Detail

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:

• 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.

Minimum 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.