Admin and Office Spec III-PCS Division

Special Instructions

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth's Alternative Hiring Process. Applicants must provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services (DARS) or the Department for the Blind & Vision Impaired (DBVI). Service‑Connected Veterans may also apply via the AHP if they also provide an AHP Letter.

To request an AHP Letter, use this link:
https://(Use the "Apply for this Job" box below)..aspx or call DARS at 800‑552‑5019, or DBVI at 800‑622‑2155.

Based on demonstrated performance in the Professional & Career Studies division, CVCC seeks an experienced Administrative and Office Specialist III to lead scheduling, faculty support, student systems management, and operational coordination. This role is a key leadership support position responsible for ensuring accuracy, compliance, and efficiency.

• Lead and manage course and faculty scheduling for the Professional & Career Studies division and provide support to the Professional and Career Studies division.
• Ensure all faculty schedule submissions are accurate, compliant, and entered in a timely manner.
• Coordinate classroom and space scheduling across divisions.
• Serve as a subject matter expert in faculty rank and pay systems, including policy compliance and system transitions.
• Collaborate with HR, academic leadership, and administrative offices to resolve payroll, contract, and scheduling issues.
• Maintain and reconcile departmental budgets, ensuring accurate documentation and timely processing.
• Provide functional and technical expertise in Student Information Systems (SIS) and support system troubleshooting and improvements.
• Support academic catalog management (Acalog) and ensure accuracy of curriculum and course data.
• Act as a trusted advisor to leadership, providing input on operational decisions and improvements.

• 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.

• High school diploma or equivalent combination of education and experience.
• Experience in higher education operations, academic scheduling, or administrative leadership.
• Strong knowledge of faculty scheduling processes and student information systems.
• Experience with financial tracking, budgeting, and reconciliation.
• Demonstrated ability to work independently and manage complex operational responsibilities.
• Strong attention to detail and commitment to data accuracy.
• Excellent communication and problem‑solving skills.
• Problem‑solving abilities.

• Associates degree or higher in Administrative Management Technology or related field.
• Experience with Acalog and academic catalog systems.
• Familiarity with VCCS faculty rank and pay policies.
• Experience supporting system implementations (e.g., Cardinal).
• Experience working across multiple divisions in a college environment.

The selected candidate’s offer is contingent upon the successful completion of a criminal background investigation, which may include: fingerprint checks, local agency checks, employment verification, verification of education, credit checks (relevant to employment). Additionally, selected candidates may be required to complete the Commonwealth’s Statement of Economic Interest. For more information, please follow this link:
/.

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), to provide 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. You will be required to complete an I‑9 form and provide documentation of your identity for employment purposes.

• Resume
• Cover Letter/Letter of Application

• Unofficial Transcripts
• Alternative Hiring Process Letter
• SF‑50 (Documentation of involuntary separation from Federal Agency)