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 other 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 various activities.

Responsibilities

• Maintain visitor and phone call screenings
• Prepare correspondence and organize files
• Schedule meetings and make travel arrangements
• Handle expense reports
• Use Commonwealth of Virginia’s eVA procurement system and Virginia Community College Shared Service Center
• Support leadership of Finance and Administrative Services departments
• Maintain and update college policy manual
• Update safety and emergency plans
• Coordinate stormwater management (MS4) report and compliance
• Coordinate development and review of clinical agreements, MOU’s, and leases
• Liaison with copy center contractor and vending contractor
• Receive requests to use facilities and prepare responses
• Administrator of the Maxient incident reporting system
• Coordinate the Parking Appeals Committee
• Record minutes for VPFAS meetings
• Court local funds from counties
• Administrator of the AdAstra scheduling system
• Serve as 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
• Ability to multi-task
• 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

Additional Considerations

• Further education in a relevant discipline
• Community college experience or experience in the Virginia Community College System (VCCS)
• Experience with Chrome River (Emburse), eVA, and PeopleSoft

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.