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Executive Assistant & Project Manager - Academic Affairs
Job Description
Executive Assistant & Project Manager - Academic Affairs
Role Title
Gen Admin Supv I/Coord I
Role Code
19221-SW
FLSA
Exempt
Pay Band
04
Position Number
29300006
Agency
Virginia Peninsula Community College
Division
Virginia Peninsula Community College (Div)
Work Location
Hampton - 650
Hiring Range
$55,000 - $65,000
Emergency/Essential Personnel
No
EEO Category
F-Admin Supp
Full Time or Part Time
Full Time
Does this position have telework options? -Telework options are subject to change based on business needs-
Does this position have a bilingual or multilingual skill requirement or preference?
Work Schedule
Monday – Friday, 8:00 AM – 5:00 PM
Sensitive Position
No
Job Description
Virginia Peninsula Community College changes lives, empowers students to succeed, and enhances the social and economic vitality of the region through high-quality education and workforce training, excellent service, and innovative partnerships.
Located in the heart of Hampton Roads, this diverse community is filled with multi-national and multi-billion-dollar industries, military installations, colleges and universities, national space, science, and research centers, museums, parks, and hundreds of small businesses and community organizations that are the heartbeat to the region.
The Executive Assistant & Project Manager position has the primary responsibility of providing complex and confidential support to a member of the President’s Cabinet. This position requires discretionary judgement and daily independent decision-making The Executive relies heavily on the initiative, flexibility, creativity, and discipline of the person in this position to realize the vision and carry out the goals of the College.
The Executive Assistant & Project Manager position has the primary responsibility of providing complex and confidential support to a member of the President’s Cabinet. This position requires discretionary judgement and daily independent decision-making The Executive relies heavily on the initiative, flexibility, creativity, and discipline of the person in this position to realize the vision and carry out the goals of the College.
This position is responsible for maintaining the Vice President of Academic Affairs’ schedule, including internal and external meetings and interview requests. This position maintains the Executives calendar, arranges travel logistics, prepares, edits, and organizes all documents that support the functions of the Vice President of Academic Affairs Office, and assists with planning, organizing, and implementing team retreats, college or division programs, and community projects and events.
This position will prepare the Vice President of Academic Affairs for meetings by conducting research and preparing a meeting prospectus, or pro forma. The Executive Assistant & Project Manager will serve as a liaison and regularly communicate with college board members, government agencies and leaders, students, faculty, staff, and our community members. This position will resolve problems on behalf of the Vice President or redirect inquiries and issues to be resolved by the appropriate college employee.
While this position works closely with the Vice President of Academic Affairs, it is expected that the duties will be carried out independent of direct supervision. The timely and effective execution of the Vice President Assistant’s duties is essential to the success of the college and allows the Executive to fulfill their responsibilities.
Some of the responsibilities include but are not limited to:
Some of the responsibilities include but are not limited to:
- Represent the Vice President of Academic Affairs Office to faculty and staff, students, and the community in a welcoming and professional manner.
- Strategically manage the Vice President of Academic Affairs appointments and calendar to provide the most efficient use of their time.
- Ensure that the Executive is appropriately briefed for all meetings and events.
- Coordinate all travel arrangements for the Vice President of Academic Affairs and occasionally a College Board or faculty member.
- Effectively manage the Vice President of Academic Affairs correspondence, ensuring prompt responses or follow through on requests for decision and action.
- Research and draft written responses and, when appropriate, review communications prepared by others for the Vice President of Academic Affairs’ signature.
- Conduct light research for the Vice President of Academic Affairs’ reports and prepare presentation slides and spreadsheets.
- Triage inquiries and concerns, direct visitors to the appropriate member of the college, manage daily phone calls and messages, and distribute mail to the appropriate offices and personnel.
- Ensure that the Vice President’s records and files are properly maintained.
- Plan special events and complete various special assignments as requested.
Special Assignments
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.
KSA's/Required Qualifications
Knowledge
- Proficient in computer-based word processing, spreadsheets, database, email, and organizational software.
- Understand the elements of project management.
- Factual or procedural understanding.
Skills
- Proficient in computer-based word processing, spreadsheets, database, email, and organizational software.
- Excellent writing, grammar, and punctuation skills; event and meeting planning skills; outstanding customer service skills; decision-making skills.
- Demonstrate a high level of customer service skills and confidentiality.
- In collaboration with other college officials, resolve employee and community inquiries in a timely manner.
- Highly organized and detailed orientated.
- Experience working in diverse settings.
- Proficient with student information and customer relationship management systems.
- Proficiency with Microsoft Office software (e.g. MS Word, MS Excel, MS PowerPoint, MS Office, MS Access, and MS Teams)
- Prior experience in a senior administrative support role with responsibility for organizing complex executive schedules; demonstrated experience organizing and coordinating events.
Abilities
- Demonstrated ability to set priorities, organize and coordinate office operations, anticipate needs, work under the pressure of deadlines and exercise good judgment, particularly with sensitive or confidential matters.
- Ability to perform complex administrative and project management tasks.
- Ability to work independently to complete administrative and office tasks with high levels of accountability and responsibility.
- Ability to serve on committees and participate in other organizational work as an ambassador of the organization; professionally interacting with a wide range of individuals internal and external to the college.
- Ability to multi-task. Must be able to handle multiple projects and tasks efficiently, effectively, and in a timely manner throughout the day.
Preferred Qualifications
- Associates Degree from a regionally accredited institution.
- Business or Technical writing skills preferred.
Operation of a State Vehicle
No
Supervises Employees
No
Required Travel
Minimum
Posting Detail Information
Posting Number
CLS_2036P
Recruitment Type
General Public - G
Number of Vacancies
1
Position End Date (if temporary)
Job Open Date
03/07/2023
Job Close Date
04/04/2023
Open Until Filled
Agency Website
VPCC.edu
Contact Name
Email
Phone Number
Special Instructions to Applicants
In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their Certificate of Disability (COD) provided by a Certified Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link:
Additional Information
Background Check Statement Disclaimer
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/
EEO Statement
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.
ADA Statement
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.
E-Verify Statement
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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