Administrative Assistant

Posting Summary

Working Title

Administrative Assistant

Role Title

Admin and Office Spec

Role Code

FLSA

Nonexempt

Pay Band

Position Number

282W0098

Agency

Piedmont Virginia Community College

Division

Piedmont Virginia Community College (Div)

Work Location

Albemarle - 003

Hiring Range

$20.00 - $26.00 per hour, depending on experience

Emergency/Essential Personnel

No

EEO Category

6-Administrative Support

Full Time or Part Time

Part 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

• Up to 29 hours weekly between 8:00 a.m. and 5:00 p.m., Monday through Friday. Weekly schedule may vary in the summer. This is a part-time (non-exempt) position providing services in-person at college and community locations.

Sensitive Position

Yes

Job Description

Piedmont Virginia Community College (PVCC) is a public, open access institution of higher education in the Virginia Community College System whose main campus is located in Charlottesville, Virginia. This is home to the Charlottesville Historic Downtown Mall, The Jefferson School African American Heritage Center, and the John Paul Jones Arena (JPJ). As a comprehensive community college, the College provides quality, accessible, and affordable educational opportunities for the residents of the City of Charlottesville and the counties of Albemarle, Buckingham, Fluvanna, Greene, Louisa, and Nelson. For more information, please visit: pvcc.edu

PVCC is known throughout the community and the Virginia Community College System for its exceptional faculty and staff, the quality of its programs and services, and the success of its students. PVCC seeks to attract, welcome, and retain individuals who reflect the communities we serve.

Position Title: Administrative Assistant

Division/Office: President’s Office

Employment Type: Part-time (20-29 hours/week), non-benefited, on site

Position Purpose: The Administrative Assistant provides high-level administrative support to the President’s Office while ensuring efficient coordination, confidentiality, and exceptional customer service. The Administrative Assistant will assist the Executive Assistant to the President, the President, and provide supporting assistance to the Vice Presidents when other administrative staff is on leave. This role requires strong organizational skills, professionalism, and the ability to manage multiple tasks efficiently. This role also requires adaptability and a proactive approach to administrative support. Candidates should be comfortable in a dynamic environment, assisting with various projects as needs arise.

Duties and Responsibilities:

Administrative Support

• Prepare, organize, and distribute correspondence, reports, agendas, meeting materials, presentations, and other documents for the President’s Office.
• Manage paper and electronic filing systems. Process incoming and outgoing mail.
• Prepare, submit and track purchase orders through the state procurement system. Monitor office supply inventory.
• Assist in providing administrative support for presidential initiatives, leadership programs, and special projects.

Reception & Scheduling

• Serve as the first point of contact for the office (in-person, phone, and email), providing a welcoming environment and exceptional customer service for internal and external constituents. Direct, screen, and/or route as appropriate.
• Assist in maintaining and managing the President’s calendar, ensuring the President’s Office is informed of schedule changes, appointments, and potential conflicts.
• Schedule reservations for PVCC conference rooms and event spaces.
• Assist with travel arrangements and process travel expense reports for the President and College Board Members.
• Maintain a high level of professionalism, discretion, and confidentiality in handling sensitive information.
• Assist with other duties as needed.

Event & Meeting Coordination

• Maintain and update contact databases and spreadsheets for retirees, college supporters, special guests, and other constituents to support effective communication and outreach efforts.
• Assist with invitation and response management.
• Assist with coordinating meeting and event logistics, including scheduling, room reservations, catering arrangements, event setup and breakdown, parking arrangements, and on-site event support.
• Assist in planning and providing logistical support for college events such as commencement, convocations, awards ceremonies, visits to the General Assembly, and receptions.
• Assist with the planning and coordination of local College Board meetings.

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

• Education or training in administrative support technology, a related field, or equivalent experience.
• Experience in executive-level office procedures.
• Proficiency with Microsoft Office 365 (Teams, Outlook, Word, PowerPoint, and Excel) and willingness to learn new applications as needed to perform job responsibilities.
• Excellent interpersonal, verbal, and written communication skills.
• Ability to represent the College and its mission in a professional manner.
• Strong organizational and planning skills; ability to manage multiple priorities and deadlines in a fast-paced office environment.
• Ability to balance collaborative team efforts with self-directed, independent work.
• Proven record of exceptional customer service skills with a professional demeanor.
• Excellent typing, editing, and proofreading skills with a strong attention to detail.
• Ability to handle confidential information with tact and discretion.

Additional Considerations

• Experience supporting C-suite executives or leadership teams

• Experience in a higher education environment, interacting with visitors, students, faculty, staff, and public officials.

• Experience with procurement and Commonwealth of Virginia software programs

• Experience in professional event coordination

Operation of a State Vehicle

No

Supervises Employees

No

Required Travel

minimal

Posting Detail Information

Posting Number

WGE_3296P

Recruitment Type

General Public - G

Number of Vacancies

1

Position End Date (if temporary)

Job Open Date

07/20/2026

Job Close Date

08/23/2026

Open Until Filled

Agency Website

pvcc.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’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:

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 (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.

ADA Statement

The Virginia Community College System (VCCS) is an Equal Employment Opportunity employer and complies with the Americans with Disabilities Acts (ADA and ADAAA), to provide, reasonable accommodation to applicants in need of access to the application, interviewing, and selection processes when requested.

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.