Administrative Assistant to VP of Finance & Administrative Services

Administrative Assistant to the VP of Finance & Administrative Services

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). or call DARS at , or DBVI at .

The purpose of the position is to provide administrative assistance to the Vice President for Finance and Administrative Services and supporting offices and functions in the Division of Finance and Administrative Services while maintaining the highest degree of professionalism and confidentiality.

• Demonstrate knowledge to develop and implement executive office procedures and supervisory skills.
• Maintain working knowledge of computer applications and software packages.
• Demonstrate excellent organizational skills and the ability to prioritize and handle many varied tasks simultaneously with attention to detail and accuracy.
• Maintain excellent communication with faculty, administrators, staff, students, state agencies and external constituents.
• Work independently, demonstrate self-motivation and initiative while maintaining the ability to work as a team member.
• Maintain confidentiality of sensitive materials handled through the VP’s office.

As the Executive Administrative Assistant to the Vice President, the individual will ensure smooth and efficient office operations. This includes managing visitor and phone call screenings, preparing correspondence, and organizing both manual and electronic files for easy access. The role also involves scheduling meetings, appointments, making travel arrangements, and handling expense reports. The individual will use the Commonwealth of Virginia’s eVA procurement system and the Virginia Community College Shared Service Center to order and receive various products and services.

Additionally, the individual will work closely with and support the leadership of the Finance and Administrative Services departments, including the Director of Financial Services, the Chief of Police, and the Facilities Manager, assisting with coordination and collaboration as needed.

• Maintain and update college policy manual per policy, process and schedule or as needed.
• Updating safety and emergency plans.
• Stormwater management (MS4) report and compliance including dam permits and regulations.
• Coordinates and records Finance and Administration departments’ annual objectives.
• Coordinates development and review of clinical agreements, MOUs and leases to ensure compliance with legal standards and policies.
• Liaison with Copy Center contractor ensuring quality service and ordering supplies.
• Liaison with vending contractor ensuring quality service.
• Receive requests to use facilities; reserve facilities per policy; coordinate and monitor staff that prepare the facilities for guest use.
• Receive, research, and coordinate with other college offices tuition refund requests and prepare responses.
• Administrator of the Maxient incident reporting system.
• Coordinate the Parking Appeals Committee and prepare responses.
• Record minutes for variety of VPFAS meetings.
• Coordinate and prepare college requests for local funds from counties.
• Administrator of the AdAstra scheduling system.
• Assist in the coordination of Department and College events.
• Serve as the College’s Freedom of Information Act (FOIA) Officer.

• Choice of health, dental, disability, and life insurance plans offered through the Commonwealth of Virginia.
• Generous leave benefits.
• Tuition waiver program for studies at PVCC and opportunities for professional development and career advancement.

May be required to perform other duties as assigned. May be required to assist…