Administrative Assistant

Position Number: 282W0408 | Agency: Piedmont Virginia Community College | Division: Piedmont Virginia Community College (Div) | Work Location: Charlottesville - 540

About the role

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. The college serves the City of Charlottesville and the counties of Albemarle, Buckingham, Fluvanna, Greene, Louisa, and Nelson, offering quality, accessible, and affordable educational opportunities.

Position Purpose: Provides direct overall support to the Vice President of Advancement and External Affairs (VPAEA) and members of the AEA Division. Serves as the initial interface between the Vice President and the internal and external community; routinely interacts with campus partners, donors, and governance (College Advisory and Educational Foundation Boards); provides comprehensive administrative support through planning and managing meetings and events, calendar management, document preparation, and responding to inquiries; and independently manages specific projects and processes as assigned.

Responsibilities

• Receive inquiries from faculty, staff, donors, and community members and respond to these inquiries in a timely, professional, and positive manner.
• Utilize software applications (Raiser’s Edge, Financial Edge, AwardSpring, and the College’s other CRM solutions) to support advancement activities including data entry, analysis, and reporting.
• Develop and maintain administrative systems within the office such as:
  • Coordinating an effective acknowledgement and stewardship process for donors through letters, telephone, email, and database management.
  • Coordinating an effective scholarship awards management and recognition activities.
  • Maintaining the division calendar.
  • Coordinating logistics and documentation for Educational Foundation Board and Committee meetings.
• Accurate and timely processing and reporting of all donations received.
• Reviewing and/or preparing and processing paperwork and/or electronic requests which may include purchase requisitions, travel, expense reimbursements, budget transfers, and other actions.
• Coordinating and assisting in the preparation and monitoring/tracking of the division’s budgets, grants, initiatives and/or funding sources as assigned.
• Analyzes financial reports, constraints and timelines; prepares requests for fund transfers.
• Handles or assists with financial transactions and control procedures.
• Processes expenditures, purchases, budget transfers and other actions.
• Develops and analyzes financial reports and maintains selected fiscal records.
• Write, proofread, edit and send correspondence, including but not limited to: fund agreements, addendums, donor letters and gift proposals.
• Maintain pertinent documentation and records required by PVCC and the Educational Foundation.
• Plan, coordinate, and manage fundraising, special events, and programs.
• Provide administrative support to the division as needed with a positive attitude.
• Perform additional duties as assigned.
• May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

Requirements

• Experience handling confidential, sensitive, or personally identifiable information in a professional setting.
• Demonstrated experience managing multiple assignments, projects, or deadlines simultaneously with limited supervision.
• Demonstrated experience providing administrative support in a professional office environment, including calendar management, scheduling meetings, preparing correspondence, maintaining records, and responding to inquiries.
• Experience preparing, proofreading, and editing business correspondence or other professional documents for accuracy, grammar, formatting, and completeness.
• Experience providing customer service and communicating professionally with individuals from a variety of internal and external constituencies.
• Demonstrated experience using Microsoft Excel to enter, organize, manipulate, and/or report data, including use of formulas, sorting, filtering, or similar functions.
• Ability to communicate effectively orally and in writing, as demonstrated through application materials and the selection process.

Skills

• Experience providing administrative support within a fundraising and development environment.
• Experience using Raiser’s Edge, Financial Edge, AwardSpring or similar fundraising and development CRM software.

Pay

Hiring Range $20.00 - $25.00 per hour, depending on experience.

Schedule

Flexibility to work 29 hours weekly within the hours of 8:00 a.m. to 5:00 p.m. Monday‑Friday. This is a part‑time position (29 hours or less per week).