Administrative Assistant

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. To be considered for this opportunity, applicants will need to 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.

Administrative Assistant – President’s Office

Part-time (20‑29 hours/week), non-benefited, on site

Reporting to the Executive Assistant to the President, this position provides high-level administrative support primarily to the President and, as needed, to the Vice Presidents. The role requires exceptional organizational skills, professionalism, and the ability to manage multiple priorities efficiently.

• Record, track, and process incoming documents. Prepare documents (reports, memos, letters, etc.) and presentations.
• Maintain and update databases and spreadsheets.
• Expense tracking.
• Manage paper and electronic filing systems.
• Prepare copies, distribute correspondence, and handle mail.
• Support various administrative projects as needed.
• Serve as the first point of contact for the office (in-person, phone, and email).
• Provide exceptional customer service while handling phone inquiries, directing calls, and screening messages.
• Receive, review, and schedule meeting requests.
• Maintain calendars for leadership as needed.
• Schedule reservations for PVCC conference rooms and event spaces.
• Assist with travel arrangements and process travel reimbursements for College Board Members.
• Assist in coordinating and organizing events and meetings, including booking rooms and catering coordination.
• Assist in planning and providing logistical support for college events such as graduation, awards ceremonies, and receptions.
• Help manage event logistics, including database management, event set‑up and breakdown, parking arrangements, and ushering.
• Other responsibilities as needed.

• Education or training in administrative support technology, a related field, or equivalent experience.
• Proficiency with Microsoft Office (Word, PowerPoint, and Excel) and willingness to learn new applications as needed.
• Excellent interpersonal, verbal, and written communication skills.
• Proficiency in executive-level office procedures.
• Strong organizational and planning skills; ability to manage multiple projects simultaneously.
• Ability to work independently with good judgment and discretion.
• Exceptional customer service skills with a professional demeanor.
• Ability to handle confidential information with tact and discretion.
• Experience interacting with visitors, students, faculty, staff, and public officials.

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:
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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 Act (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.

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