Administrative Assistant to VP of Finance & Administrative Services

Administrative Assistant to the VP of Finance & Administrative Services

Position Title:

Administrative Assistant to the Vice President of Finance and Administrative Services

Department:
Vice President of Finance and Administrative Services

Employment type:

Full-time classified, non-exempt

Position

Purpose:

The purpose of the position is to provide administrative assistance to the Vice President for Finance and Administrative Services and supporting offices and functions in the Division of Finance and Administrative Services while maintaining the highest degree of professionalism and confidentiality.

Duties and Responsibilities:

As the Executive Administrative Assistant to the Vice President, the individual will ensure smooth and efficient office operations. This includes managing visitor and phone call screenings, preparing correspondence, and organizing both manual and electronic files for easy access. The role also involves scheduling meetings, appointments, making travel arrangements, and handling expense reports. The individual will use the Commonwealth of Virginia's eVA procurement system and the Virginia Community College Shared Service Center to order and receive various products and services.

Additionally, the individual will work closely with and support the leadership of the Finance and Administrative Services departments, including the Director of Financial Services, the Chief of Police, and the Facilities Manager, assisting with coordination and collaboration as needed.

Other duties include: maintaining and updating college policy manual per policy, process and schedule or as needed; updating safety and emergency plans; stormwater management (MS4) report and compliance including dam permits and regulations; coordinating and recording Finance and Administration departments' annual objectives; coordinating development and review of clinical agreements, MOU's and leases to ensure compliance with legal standards and policies; liaison with Copy Center contractor ensuring quality service and ordering supplies;

liaison with vending contractor ensuring quality service; receiving requests to use facilities; reserve facilities per policy; coordinate and monitor staff that prepare the facilities for guest use; receiving, researching, and coordinating with other college offices tuition refund requests and prepare responses; administrator of the Maxient incident reporting system; coordinating the Parking Appeals Committee and prepare responses; recording minutes for variety of VPFAS meetings;

coordinating and preparing college requests for local funds from counties; administrator of the AdAstra scheduling system; assisting in the coordination of Department and College events; serving as the College's Freedom of Information Act (FOIA) Officer.

Benefits include: 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.

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.

KSA's/Required 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 to include word processing, spreadsheets, databases, online calendars, and use of the Internet; significant experience with Microsoft Office Suite; 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),…