Administrative Assistant to VP of Finance & Administrative Services

Position Overview

Administrative Assistant to the Vice President of Finance and Administrative Services (Classified Level III, Pay Band $48,500–$53,500).

Full‑time, non‑exempt, based in Albemarle (City of Charlottesville, VA).

Work schedule:

Monday‑Friday, 8:00 a.m. to 5:00 p.m. with occasional night and weekend hours as needed.

Provide executive‑level administrative support to the Vice President for Finance and Administrative Services and related offices while maintaining professionalism and confidentiality.

• Develop and implement executive office procedures and supervisory skills.
• Maintain working knowledge of computer applications and software packages.
• Exhibit excellent organizational skills and ability to prioritize many tasks with attention to detail and accuracy.
• Communicate effectively with faculty, administrators, staff, students, state agencies and external constituencies.
• Work independently, self‑motivated and initiative while functioning as a team member.
• Maintain confidentiality of sensitive materials handled through the VP’s office.

Ensure smooth and efficient office operations: manage visitor and phone call screenings, prepare correspondence, organize manual and electronic files, schedule meetings and appointments, make travel arrangements, and process expense reports. Use the Commonwealth of Virginia’s eVA procurement system and the Virginia Community College Shared Service Center for ordering products and services.

• Maintain and update college policy manual, safety and emergency plans, and stormwater management reports.
• Coordinate and record Finance and Administration departments’ annual objectives.
• Assist in the development and review of clinical agreements, MOUs and leases.
• Liaise with Copy Center and vending contractors, ensuring quality service and ordering supplies.
• Coordinate facility usage requests, reservations, and staff preparation for guest use.
• Research and coordinate tuition refund requests with other college offices, preparing responses.
• Administer Maxient incident reporting system and coordinate the Parking Appeals Committee.
• Record minutes for VPFAS meetings and prepare college requests for local fund grants.
• Administer AdAstra scheduling system and assist with departmental and college events.
• Serve as the College’s Freedom of Information Act (FOIA) Officer.

• Choice of health, dental, disability, and life insurance plans offered through the Commonwealth of Virginia.
• Generous leave benefits.
• Tuition waiver program for studies at PVCC and opportunities for professional development and career advancement.

May be required to perform other duties as assigned and to assist during emergency declarations by the Governor.

• 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 Internet use.
• Significant experience with Microsoft Office Suite.
• Ability to multi‑task.
• Proven track record of meeting deadlines with minimal supervision.
• Ability to learn new skills quickly.
• Demonstrated commitment to excellent customer service and positive colleague interactions.
• Strong communication skills.
• Ethical integrity and ability to keep information confidential.

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

The Virginia Community College System (VCCS) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, political affiliation, veteran status, sexual orientation, gender identity or other non‑merit factors.

The Virginia Community College System (VCCS) is an Equal Employment Opportunity employer and complies with the Americans with Disabilities Acts (ADA and ADAAA), providing reasonable accommodation to applicants in need of access to the application, interviewing, and selection processes when requested.

VCCS uses E‑Verify to check employee eligibility to work in the United States. Applicants are required to complete an I‑9 form and provide documentation of identity.