Administrative Assistant to the Directors of Financial Aid and Enrollment Services

About the role

Germanna Community College is a public, open access institution in the Virginia Community College System, located in Fredericksburg, VA. The college seeks a highly organized, resourceful, and service‑oriented Administrative Assistant to provide comprehensive administrative and operational support to Enrollment Services and Financial Aid at the Fredericksburg Area Campus, supporting the Directors of Enrollment Services and Financial Aid.

Responsibilities

• Manage calendars, schedule meetings, and coordinate appointments with internal and external stakeholders.
• Prepare agendas, meeting materials, presentations, correspondence, reports, and meeting minutes with high accuracy and professionalism.
• Track action items, deadlines, projects, and commitments; proactively follow up to ensure timely completion.
• Coordinate travel arrangements and process travel requests and reimbursements.
• Submit and track purchasing requests through eVA and assist with procurement processes.
• Monitor departmental budgets and expenditures, maintain accurate financial records, and assist leadership with budget tracking and reporting.
• Draft, review, and format routine correspondence and communications on behalf of supported leaders.
• Serve as a point of contact for internal and external stakeholders, responding to or routing inquiries and requests.
• Exercise discretion and sound judgment when handling confidential, sensitive, or time‑sensitive information.
• Coordinate departmental and divisional meetings, events, projects, and special initiatives.
• Compile, organize, and analyze departmental data; prepare reports and summaries to support planning and decision‑making.
• Process and route transcripts received through Parchment and support other Admissions and Records functions as assigned.
• Maintain organized electronic and physical records; support development of efficient administrative processes and procedures.
• Provide administrative support for college‑wide and divisional initiatives and special projects as assigned.

Requirements

• Demonstrated experience providing administrative or office support in a professional environment.
• Excellent interpersonal, organizational, and oral and written communication skills.
• Demonstrated ability to exercise sound judgment, discretion, professionalism, and initiative.
• Strong problem‑solving skills and ability to research issues, identify solutions, and quickly learn new systems and processes.

Skills

• Proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Teams).
• Ability to coordinate calendars, meetings, deadlines, and multiple competing priorities.
• Ability to prepare professional correspondence, reports, presentations, meeting materials, and other documents with high accuracy.
• Ability to anticipate administrative needs, establish priorities, and independently follow through on assignments.
• Ability to establish effective working relationships with individuals at multiple levels of an organization.
• Ability to maintain accurate records and appropriately handle confidential and sensitive information.
• Ability and willingness to work at different Germanna locations as operationally needed.

Qualifications

• Experience providing administrative support to an executive, Assistant Vice President, dean, director, or other senior‑level leader.
• Experience supporting multiple senior‑level leaders or departments simultaneously.
• Experience managing complex calendars and coordinating meetings involving senior leaders and external stakeholders.
• Experience drafting professional correspondence, reports, presentations, and executive‑level meeting materials.
• Experience coordinating projects, tracking deliverables, and following up on action items.
• Experience supporting departmental budgets, reconciling expenditures, and processing travel reimbursements.
• Experience with purchasing or procurement processes, including eVA.
• Experience working in higher education, government, or another complex organizational environment.
• Experience using Parchment or another electronic transcript platform.
• Bilingual proficiency in English and Spanish (preferred).

Pay

Hiring range: $56,230