Administrative Assistant to VP of Instruction and Student Development

Working Title:

Administrative Assistant to the VP of Instruction and Student Development

Role

Title:

Admin and Office Spec III

Role Code: 19013‑SW | FLSA:
Nonexempt | Pay Band: 03 | Position Number:

Agency:
Wytheville Community College | Division:
Wytheville Community College (Div) |

Work Location:

Wythe – 197 | Hiring Range:
Minimum $38,000 | Emergency/Essential Personnel:
No | EEO Category: F‑Admin Supp | Full Time or Part Time:
Full Time

Telework options:
Telework options are subject to change based on business needs. | Bilingual/multilingual skill requirement:
None |

Work Schedule:

Wytheville Community College is open from 8 am‑5 pm, Monday‑Friday. Some weekend or evening hours may be required.

Provide advanced administrative support to the Office of the Vice President of Instruction and Student Development to ensure effective office operations, communication, and coordination of academic and student services functions. The position coordinates communications, records, scheduling, and sensitive materials; exercises independent judgment in the performance of complex administrative duties; maintains a high level of confidentiality; and supports collaboration across academic and student services areas while serving as a primary point of contact with senior leadership, faculty, staff, students, and external stakeholders.

• Ensures efficient administrative operations and timely flow of information;
• Supports coordination and collaboration across academic and student services units; and
• Maintains accurate records, schedules, and material in accordance with college policies, with a high level of confidentiality.

• Coordinates meetings and events;
• Prepares agendas, minutes, correspondence, and reports;
• Organizes documentation for institutional reporting, special projects, and accreditation‑related activities;
• Serves as primary point of contact for visitors, faculty, staff, students, and external partners, ensuring professional, responsive, and service‑oriented communication;
• Prepares and processes purchasing documentation, including requisitions and purchase orders, and maintains related records in compliance with college procedures;
• Maintains accurate budget and procurement records, including budget tracking, purchasing documentation, travel arrangements, and reconciliation of expense reports in accordance with college and VCCS policies and procedures;
• Exercises independent judgment and discretion in handling confidential student, personnel, financial, and institutional information; and
• Provide cross‑functional administrative support to Student Services operations and offers occasional front desk coverage as needed to ensure continuity of service.

• Coordinates meetings and events for the Office of the President, including major institutional functions and special projects such as faculty and staff in‑service events, commencement activities, local Board meetings, and other executive meetings;
• Prepares and processes scheduling assistance, documentation, communications, and event preparation to support successful implementation of college‑wide initiatives;
• Assists with telephone coverage, scheduling assistance, records maintenance, and professional office coordination in the Office of the President, collaborating closely with the President’s administrative assistant to ensure continuity of executive office operations and effective communication.

• Provides administrative support for the development and annual updates to the college academic calendar and maintenance of the college catalog, tracking deadlines, compiling and organizing content revisions, and preparing documentation to support timely review, approval, and communication in accordance with college and VCCS policies and procedures;
• Maintains accurate and secure adjunct faculty records, including personnel files and database information, in compliance with confidentiality and record retention requirements;
• Processes documentation and updates to support academic staffing needs;
• Provides administrative support for faculty professional development and recognition activities, including processing educational assistance requests, preparing…