Job description
- Primarily Monday-Friday 8 am – 5 pm; however, evening and weekend work may be required periodically.
Organizational Objective:
The ASCT Administrative Assistant is responsible for providing administrative, educational support, clerical, and project support to the ASCT Division and for all activities for which the ASCT Dean is responsible. The ASCT Administrative Assistant maintains appropriate knowledge of college and academic policies, processes, and procedures to assure the efficiency, effectiveness, and integrity of the ASCT Division. The ASCT Administrative Assistant is the primary division contact for both internal and external constituencies
ASCT General Administrative Support
- Provides necessary and appropriate administrative support for the ASCT Dean and all division activities
- Serves as a primary point of direct administrative contact and liaison on a range of issues with other college offices and staff, and with external individuals and external organizations
- Screens and handles telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries as appropriate
- Creates, composes, and edits correspondence and documentation for a variety of division-related purposes
- Attends and takes notes at various administrative and operational meetings, as requested
- Maintains the ASCT Dean’s schedule and calendar
- Delivers a variety of assistance to students as appropriate and possesses the ability to effectively utilize the Student Information System to assist students
- Provides necessary administrative support to adjunct faculty
- Collaborates with the dean and with the faculty to create course schedules for each semester and within each academic session
- Maintains primary responsibility for entry and modification of course schedules in the Student Information System
- Ensures college courses are offered at appropriate times and in appropriate institutional spaces in accordance with college and VCCS policies
- Contacts impacted students with information about cancelled and modified course offerings
- Communicates and confirms course offerings with adjunct faculty
- Maintains the Productivity Analysis System (PAS) to properly reflect and record full-time and adjunct faculty workloads for each semester and academic year in collaboration with the dean and in accordance with college and VCCS policies
- Conducts initial workload certifications in PAS in a timely fashion
- Helps maintain the ASCT Division and departmental budgets
- Assists the dean, faculty, and division staff with purchasing through EVA
- Ensures adherence to state purchasing regulations when providing procurement support
- Assists the dean and faculty and staff in making travel arrangements in accordance with state regulations
- Provides support in submissions on Chrome River
- Performs other job-related duties as assigned
- Provides auxiliary administrative support to the Student Success Division when needed
- Assists in the coordination, control, and completion of special projects as requested
May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.
- Minimum educational attainment of associate degree required
- Prior administrative support experience required
- Experience working with students or customers required
KSA’s and or Competencies required to successfully perform the work (attach Competency Model, if applicable):
- Demonstrates excellent organizational skills with the ability to manage multiple tasks simultaneously
- Displays the ability to prioritize tasks
- Possesses excellent written and verbal communication skills
- Exhibits the ability to work independently as well as in a collaborative fashion
- Consistently displays pleasant, courteous, and appropriate customer service skills while maintaining the highest level of confidentiality and professionalism at all times
- Has working knowledge and experience using Microsoft Office software with proficiency in Outlook and Word
- Demonstrates the ability to work with individuals of diverse backgrounds
- Exhibits strong interpersonal skills and the ability to establish positive working relationships with college and community constituents
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: http://ethics.dls.virginia.gov/
The Virginia Community College System, an EEO employer, welcomes applications from people of all backgrounds and recognizes the benefits of a diverse workforce. Therefore, the VCCS is committed to providing a work environment free of discrimination and harassment. Employment decisions are based on business needs, job requirements and individual qualifications. We prohibit discrimination and harassment on the basis of race, color, religion, sex, national origin, age, sexual orientation, mental or physical disabilities, political affiliation, veteran status, gender identity, or other non-merit factors.
The VCCS is an EOE and Affirmative Action Employer. In compliance with the Americans with Disabilities Acts (ADA and ADAAA), VCCS will provide, if requested, reasonable accommodation to applicants in need of access to the application, interviewing and selection processes.
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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