Administrative Assistant to the VP of Instruction and Student Development

The mission of Wytheville Community College is to provide a quality, comprehensive education for the citizens of the counties of Bland, Carroll, Grayson, Smyth, and Wythe and the city of Galax. The college fulfills this mission through occupational‑technical education, college transfer programs, general and developmental education, distance learning, continuing education, workforce development, and partnerships with businesses, public agencies, and other educational institutions.

Purpose

Provide advanced administrative support to the Office of the Vice President of Instruction and Student Development to ensure effective office operations, communication, and coordination of academic and student services functions.

Responsibilities

• Ensure efficient administrative operations and timely flow of information.
• Support coordination and collaboration across academic and student services units.
• Maintain accurate records, schedules, and materials in accordance with college policies, with a high level of confidentiality.
• Provide comprehensive administrative and operational support to the Office of the Vice President of Instruction and Student Development and the Dean of Student Services and Academic Development.
• Coordinate office communications, scheduling, records management, and meeting logistics across both Instruction and Student Services functions.
• Coordinate meetings and events; prepare agendas, minutes, correspondence, and reports; organize documentation for institutional reporting, special projects, and accreditation‑related activities.
• Serve as primary point of contact for visitors, faculty, staff, students, and external partners, ensuring professional, responsive, and service‑oriented communication.
• Prepare and process purchasing documentation, including requisitions and purchase orders, and maintain related records in compliance with college procedures.
• Maintain accurate budget and procurement records, including budget tracking, purchasing documentation, travel arrangements, and reconciliation of expense reports in accordance with college and VCCS policies and procedures.
• Exercise independent judgment and discretion in handling confidential student, personnel, financial, and institutional information.
• Provide cross‑functional administrative support to Student Services operations and occasional front‑desk coverage as needed to ensure continuity of service.
• Provide administrative support and backup coverage for the Office of the President as needed, including telephone coverage, scheduling assistance, records maintenance, and professional office coordination.
• Collaborate closely with the President’s administrative assistant to ensure continuity of executive office operations and effective communication.
• Assist with major institutional functions and special projects, including faculty and staff in‑service events, commencement activities, local Board meetings, and other executive meetings.
• Assist with scheduling, documentation, communications, and event preparation to support successful implementation of college‑wide initiatives.
• Provide administrative support for the development and annual updates to the college academic calendar and maintenance of the college catalog; track deadlines, compile and organize content revisions, and prepare documentation for timely review, approval, and communication.
• Maintain accurate and secure adjunct faculty records, including personnel files and database information, in compliance with confidentiality and record‑retention requirements; process documentation and updates to support academic staffing needs.
• Provide administrative support for faculty professional development and recognition activities, including processing educational assistance requests, preparing correspondence, assisting with awards and recognition processes, and maintaining related records and documentation in coordination with the Vice President of Instruction and Student Development.

Minimum Qualifications

• Knowledge of administrative support practices; institutional policies, procedures, and confidentiality standards; and records coordination processes.
• Skilled in advanced use of office productivity software, electronic scheduling and record systems, and coordination of calendars, meetings, communications, and documentation.
• Ability to communicate effectively with a diverse population.
• Exercise independent judgment and maintain a high level of confidentiality.
• Manage multiple priorities and deadlines and collaborate across academic and administrative units.
• Experience and/or education equivalent to an associate’s degree in business administration, office administration, or a related field.

Additional Considerations

• Experience in a higher education environment.
• Experience utilizing enterprise administrative systems such as student information systems, advising or student success platforms, and related administrative databases.
• Knowledge of VCCS and State of Virginia policies and procedures.