Administrative Assistant to Dean of Dual Enrollment and Early College

Title:

Administrative Assistant to Dean of Dual Enrollment and Early College

Agency:
Germanna Community College

Location:

Stafford - 179

FLSA:
Nonexempt

Hiring Range: $56,230-$62,478 Annually, Plus Full State Benefits

Full Time or Part Time:
Full Time

Additional Detail

Job Description:

Germanna Community College is a public, open access institution of higher education in the Virginia Community College System. The College is a dynamic learning organization that serves as a regional leader and preferred partner where quality learning experiences enable students to participate effectively in the social, economic, political, intellectual, and cultural life of their communities. Germanna Community College is centrally located in Fredericksburg, VA between Washington D.C. and Richmond and between the Blue Ridge mountains and the Chesapeake Bay.

Full of history, the area offers a community rich with diversity, the arts, technology, vineyards, hiking, canoeing/kayaking and many other activities.

The Administrative Assistant to the Dean of Dual Enrollment and Early College serves as the principal administrative and operational support for the Dean and is responsible for coordinating the daily operations of the Office of Dual Enrollment and Early College. This position performs advanced administrative, operational, and project coordination duties requiring sound judgment, initiative, discretion, and a comprehensive understanding of college operations.

Working independently under the direction of the Dean, the Administrative Assistant coordinates activities that support Dual Enrollment and Early College programs; facilitates communication among college departments, K-12 school divisions, students, families, and community partners; manages senior-level administrative functions; and assists with planning, implementation, compliance, and reporting for departmental initiatives.

The Administrative Assistant also provides administrative coordination for the college's Carl

D. Perkins Career and Technical Education Act (Perkins V) grant, supporting the Dean in the administration, documentation, reporting, and coordination of grant activities.

This position operates in a professional office environment and requires regular interaction with college leadership, faculty, staff, and K-12 partners virtually and in person. Occasional evening hours and travel to school divisions, meetings, events, or other Germanna campus locations will be required.

Essential Duties and Responsibilities

I. Executive and Administrative Support to the Dean (30%)

Provide comprehensive executive-level administrative support to the Dean of Dual Enrollment and Early College.

Responsibilities include:

* Provide direct administrative support to the Dean, including calendar management, meeting coordination, agenda preparation, travel arrangements, and follow-up actions.

* Coordinate meetings with internal and external stakeholders, including school division leaders, college administrators, faculty, and community partners.

* Prepare agendas, meeting materials, minutes, briefing documents, reports, presentations, and official correspondence.

* Coordinate special projects and initiatives on behalf of the Dean.

* Monitor project timelines and follow up on assignments and action items.

* Maintain confidential personnel, student, and operational records.

* Coordinate purchasing, procurement, contracts, travel reimbursements, and departmental expenditures.

* Assist with budget tracking and financial documentation.

* Serve as the first point of contact for the Dean's Office, exercising professionalism, discretion, and excellent customer service.

* Manage coordination with internal college offices (Enrollment Services, Academic Affairs, Institutional Research, Marketing, and Finance) to ensure smooth program operations.

* Research, compile, and organize information to support decision-making, planning, and special initiatives.

II. Office Operations and Program Coordination (35%)

Coordinate the daily operational activities supporting Dual Enrollment and Early College Programs.

Responsibilities include:

* Serve as a primary point of contact for the Office of Dual Enrollment and Early College, responding to inquiries and directing communication appropriately.

* Coordinate administrative processes supporting Dual Enrollment and Early College initiatives.

* Maintain operational calendars and timelines for annual program activities.

* Coordinate student registration and program documentation for Early College.

* Maintain departmental databases, tracking systems, and electronic and physical records.

* Ensure proper records management and retention practices in accordance with college and state requirements.

* Assist with course scheduling, faculty onboarding, and operational logistics.

* Coordinate orientation sessions, information meetings, recognition events, and special programs.

* Monitor departmental workflows and recommend process improvements to increase efficiency and service.

* Support implementation of…