Administrative Assistant

Job Title

Administrative Assistant (00138)

Chesterfield - 041. May be located at either the Chester or Midlothian campus depending on college needs.

$42,000 - $50,000 (commensurate with experience and qualifications)

Monday – Friday, 8:00am – 5:00pm; as needed.

Yes, subject to change based on business needs.

• State of Virginia employee benefits
• Comprehensive health insurance (medical, dental, and vision)
• Virginia Retirement System (VRS) participation
• Generous annual leave and paid holidays
• Remote work flexibility, depending on role and departmental needs
• Professional development opportunities
• Continuous learning programs
• Access to wellness resources and employee assistance programs

Working within established institutional policies and procedures, the Administrative Assistant will perform a variety of support functions, including assisting with the daily operations and management of office activities, providing exceptional customer service to students, faculty, staff, and the public, and resolving inquiries in a timely and professional manner.

Responsibilities also include managing calendars, deadlines, and the division-wide class schedule using technology-based systems; preparing and processing forms, purchase orders, budget tracking materials, and division reports in compliance with institutional guidelines; and preparing and maintaining adjunct contracts and records.

The position requires developing and maintaining organized electronic and physical filing systems for records, reports, and correspondence; assisting with and coordinating special projects, events, and initiatives under the direction of the Dean or Associate Dean; collaborating with other departments across the College; and maintaining confidentiality and discretion when handling sensitive information and personnel matters.

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

Demonstrated knowledge of general office procedures, administrative best practices, and record-keeping methods for both physical and electronic files; familiarity with basic accounting or budgeting principles, workplace safety and security protocols; strong written and verbal communication skills; excellent organizational, time management, and task prioritization abilities; a proven commitment to providing exceptional customer service and professional interpersonal support; proficiency in data entry, document preparation, and executive scheduling and calendar management.

Ability to maintain confidentiality, exercise sound judgment, and handle sensitive information with discretion; capacity to work independently and collaboratively, adapt to shifting priorities, manage multiple tasks simultaneously, and meet established deadlines; proficiency with standard office software, including Microsoft Office Suite (Excel, Word, PowerPoint, SharePoint, One Drive) and Google Workspace; and the ability to quickly learn and effectively use enterprise systems such as People Soft, Emburse Enterprise, EVA, and Adobe products.

Additional Considerations:
Experience in a higher education or public sector administrative setting, preferably within a community college environment; demonstrated experience providing administrative support, including complex scheduling, meeting coordination, and preparation of professional correspondence and reports; proven ability to coordinate projects, track progress, and manage competing priorities with strong attention to detail and accuracy; familiarity with institutional policies, procedures, and regulations in higher education.

Proficiency in enterprise software systems such as People Soft (Student Information System), Emburse Enterprise, EVA, and Adobe applications; knowledge of and ability to apply Web Content Accessibility Guidelines (WCAG) 2.1, Level AA standards to electronic documents and online content; demonstrated initiative, foresight, and proactive approach to managing office operations; experience maintaining professionalism, confidentiality, and…