Administrative & Office Support Specialist

Part-time, grant-funded position (continuation contingent on continued funding). Hiring range: $21–$23 per hour. Schedule: Monday–Friday, 9:00 a.m.–2:30 p.m. (Commonwealth part-time/wage employees limited to 1,500 hours per agency per year, May 1–April 30). Location: Danville Community College, 590. Position ends 06/30/2029. Some travel may be required. No state vehicle operation or supervisory duties.

About the role

Danville Community College developed from two institutions: Danville Technical Institute (opened 1936 as Danville Textile School) and the Danville Division of Virginia Polytechnic Institute (begun 1946 as an engineering division). The two merged effective July 1, 1968, creating the comprehensive programs offered today. The primary goal of this position is to provide administrative office support to the TARE (Training, Assessments for the Retention of Employment) Programs Office, which supports low‑income students with children 19 years or younger to eliminate barriers to education.

Responsibilities

• Communicates program policies, procedures, and requirements effectively to clients, students, community partners, and other stakeholders.
• Processes and maintains all required program documentation, assists with collecting participant information and data, and ensures accurate creation and maintenance of client files and student database tracking systems.
• Provides ongoing support for client database management by entering, updating, and verifying participant information to ensure accurate and timely quarterly report submissions in accordance with established schedules, policies, and procedures.
• Organizes and manages client records and databases while maintaining confidentiality and data integrity.
• Collaborates effectively with staff, clients, and community partners to ensure clear, accurate, and timely communication regarding program activities, services, and participant needs.
• Serves as the first point of contact for clients and visitors by providing a professional and welcoming environment, responding promptly to inquiries, and sharing relevant program information.
• Assists in identifying and addressing participants’ academic, social, and support service needs, while coordinating office and classroom cohort schedules to promote participant success.
• Maintains organized, functional, and professional office and classroom environments, including managing inventory, ordering supplies, and tracking resource utilization.
• Performs additional duties and responsibilities as assigned to support program operations and objectives.

Requirements

• Knowledge, training, and/or experience in Administrative Support Technology or related field.
• Broad experience in administrative and office support.
• Demonstrated ability to work effectively in a fast‑paced environment while managing multiple priorities, deadlines, and responsibilities.
• Strong organizational, scheduling, monitoring, and tracking skills with exceptional attention to detail and accuracy.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), including creating spreadsheets, reports, charts, presentations, meeting materials, and program documents.
• Knowledge of database management, data entry, tracking systems, and reporting processes.
• Ability to analyze information, maintain accurate records, and ensure compliance with program policies, procedures, and confidentiality requirements.
• Excellent verbal and written communication skills with the ability to interact professionally and effectively with students, staff, community partners, and the public.
• Strong customer service skills and the ability to respond to inquiries in a timely, courteous, and professional manner.
• Ability to coordinate meetings, classroom cohorts, events, and program activities while maintaining attention to multiple details.
• Skilled in problem‑solving, prioritizing tasks, and exercising sound judgment in a dynamic work environment.
• Ability to work collaboratively as a member of a project team while also demonstrating initiative and the ability to work independently with minimal supervision.
• Demonstrated commitment to the community college mission and student success.
• Ability to work effectively with individuals from diverse cultural, socioeconomic, educational, and professional backgrounds.
• Knowledge of office management practices, inventory control, and supply tracking procedures.
• Ability to maintain professionalism, discretion, and confidentiality when handling sensitive participant and program information.
• Strong interpersonal skills with the ability to build and maintain positive working relationships with internal and external stakeholders.
• Ability to adapt to changing priorities, program needs, and organizational requirements while maintaining a high level of productivity and service.
• Experience serving and collaborating with diverse communities, including individuals with varying educational, cultural, and socioeconomic experiences.
• Fluent with responsiveness to e‑mail; willingness to learn new programs.