Administrative Assistant

Overview

Working Title Administrative Assistant
Role Title Admin and Office Spec
Role Code FLSA Nonexempt
Pay Band Position Number 282W0098
Agency Piedmont Virginia Community College
Division Piedmont Virginia Community College (Div)
Work Location Albemarle - 003
Hiring Range $20.00 - $25.00 per hour, depending on experience
Emergency/Essential Personnel No
EEO Category F-Admin Supp
Full Time or Part Time Part Time
Does this position have telework options? Telework options are subject to change based on business needs
Does this position have a bilingual or multilingual skill requirement or preference?

Piedmont Virginia Community College (PVCC) is a public, open access institution of higher education in the Virginia Community College System whose main campus is located in Charlottesville, Virginia. This is home to the Charlottesville Historic Downtown Mall, The Jefferson School African American Heritage Center, and the John Paul Jones Arena (JPJ). As a comprehensive community college, the College provides quality, accessible, and affordable educational opportunities for the residents of the City of Charlottesville and the counties of Albemarle, Buckingham, Fluvanna, Greene, Louisa, and Nelson.

PVCC is known throughout the community and the Virginia Community College System for its exceptional faculty and staff, the quality of its programs and services, and the success of its students. PVCC seeks to attract, welcome, and retain individuals who reflect the communities we serve.

Position Title: Administrative Assistant
Division/Office: President’s Office
Employment Type: Part-time (20-29 hours/week), non-benefited, on site
Position

Purpose:

Reporting to the Executive Assistant to the President, this position provides high-level administrative support primarily to the President and, as needed, to the Vice Presidents. The role requires exceptional organizational skills, professionalism, and the ability to manage multiple priorities efficiently. The successful candidate will demonstrate adaptability, initiative, and a proactive approach to administrative support, thriving in a fast-paced, dynamic environment while assisting with a variety of projects as organizational needs evolve.

Administrative Support

• Record, track, and process incoming documents. Prepare documents (reports, memos, letters, etc.) and presentations.
• Maintain and update databases and spreadsheets.
• Expense tracking.
• Manage paper and electronic filing systems.
• Prepare copies, distribute correspondence, and handle mail.
• Support various administrative projects as needed.

Reception & Scheduling

• Serve as the first point of contact for the office (in-person, phone, and email).
• Provide exceptional customer service while handling phone inquiries, directing calls, and screening messages.
• Receive, review, and schedule meeting requests.
• Maintain calendars for leadership as needed.
• Schedule reservations for PVCC conference rooms and event spaces.
• Assist with travel arrangements and process travel reimbursements for College Board Members.

Event & Meeting Coordination

• Assist in coordinating and organizing events and meetings, including booking rooms and catering coordination.
• Assist in planning and providing logistical support for college events such as graduation, awards ceremonies, and receptions.
• Help manage event logistics, including database management, event setup and breakdown, parking arrangements, and ushering.
• Other responsibilities as needed

Special Assignments

May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

• Education or training in administrative support technology, a related field, or equivalent experience.
• Proficiency with Microsoft Office (Word, PowerPoint, and Excel) and willingness to learn new applications as needed to perform job responsibilities
• Excellent interpersonal, verbal, and written communication skills.
• Proficiency in executive-level office procedures.
• Strong organizational and planning skills; ability to manage multiple projects simultaneously.
• Ability to work…