Administrative Assistant to the VP of Finance & Administrative Services

About the role

The Administrative Assistant to the VP of Finance & Administrative Services supports the Vice President for Finance and Administrative Services and various offices within the Division of Finance and Administrative Services. This position ensures smooth and efficient office operations, manages visitor and phone call screenings, prepares correspondence, organizes files, schedules meetings, makes travel arrangements, handles expense reports, and coordinates with various departments.

Responsibilities

• Maintain visitor and phone call screenings, prepare correspondence, and organize files.
• Schedule meetings, appointments, make travel arrangements, and handle expense reports.
• Use Commonwealth of Virginia’s eVA procurement system and the Virginia Community College Shared Service Center to order and receive various products and services.
• Support the leadership of the Finance and Administrative Services departments, including the Director of Financial Services, the Chief of Police, and the Facilities Manager.
• Maintain and update the college policy manual.
• Update safety and emergency plans, manage stormwater management (MS4) reports, and comply with dam permits and regulations.
• Coordinate and record annual objectives for Finance and Administration departments.
• Coordinate development and review of clinical agreements, MOUs, and leases to ensure compliance with legal standards and policies.
• Liaison with copy center contractor and vending contractor to ensure quality service and supply orders.
• Receive and research tuition refund requests, coordinate with other college offices, and prepare responses.
• Administer the Maxient incident reporting system and coordinate the Parking Appeals Committee.
• Record minutes for various VPFAS meetings.
• Coordinate and prepare college requests for local funds from counties.
• Administer the AdAstra scheduling system and assist in coordinating department and college events.
• Serve as the College’s Freedom of Information Act (FOIA) Officer.

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, including word processing, spreadsheets, databases, online calendars, and use of the Internet.
• Significant experience with Microsoft Office Suite.
• Ability to multi-task and prioritize multiple tasks.
• 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.

Benefits

Benefits include choice of health, dental, disability, and life insurance plans offered through the Commonwealth of Virginia, generous leave benefits, and a tuition waiver program for studies at PVCC and opportunities for professional development and career advancement.