Administrative Assistant

Piedmont Virginia Community College; Charlottesville (IN); On-site; USD 30,000 - 38,000; Part time

Job summary

Piedmont Virginia Community College (PVCC) is a public, open access institution serving Charlottesville and surrounding counties. The college seeks an Administrative Assistant to provide direct support to the Vice President of Advancement and External Affairs and to manage a busy calendar, meetings, and donor communications.

This part-time, non-benefitted role offers in-person service to students and colleagues, with flexible 29-hour weekly scheduling between 8:00 a.m.

Qualifications

• Experience handling confidential, sensitive, or personally identifiable information in a professional setting.
• Demonstrated ability to manage multiple assignments, projects, or deadlines with limited supervision.
• Experience providing administrative support in a professional office environment, including calendar management, scheduling meetings, preparing correspondence, maintaining records, and responding to inquiries.
• Experience proofreading and editing business correspondence or professional documents for accuracy, grammar, formatting, and completeness.
• Experience providing customer service and communicating professionally with internal and external constituencies.
• Demonstrated experience using Microsoft Excel to enter, organize, manipulate, and report data.

Responsibilities

• Receive inquiries from faculty, staff, donors, and community members and respond promptly and professionally.
• Utilize fundraising CRM software to support data entry, analysis, and reporting.
• Maintain administrative systems in the office and coordinate donor acknowledgement and scholarship processes.
• Keep division calendars, coordinate board and committee meeting logistics, and track budgets and expenses.
• Prepare and monitor division budgets, grants, and funding sources; analyze financial reports and transfer funds as needed.

Skills

Confidential data handling

Multitasking

Administrative support

Proofreading

Customer service

Excel

Calendar management

Tools

Raiser’s Edge

Financial Edge

AwardSpring

Job description

Working Title Administrative Assistant Role Title Role Code FLSA Nonexempt Pay Band Position Number 282W0408 Agency Piedmont Virginia Community College Division Piedmont Virginia Community College (Div) Work Location Charlottesville - 540 Hiring Range $20.00 - $25.00 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

Flexibility to work 29 hours weekly within the hours of 8:00 a.m. to 5:00 p.m. Monday-Friday. This is a part-time position providing services in-person for students at college and community locations.

Sensitive Position No Job Description

Position Description – Administrative Assistant

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

Department: Institutional Advancement and Development

Employment type: part-time, non-benefitted, 29 hours or less per week

Position Purpose: Provides direct overall support to the Vice President of Advancement and External Affairs (VPAEA) and members of the AEA Division. Specifically responsible for serving as the initial interface between the Vice President and the internal and external community; routinely interacting with multiple constituencies including campus partners, donors, and governance (College Advisory and Educational Foundation Boards); providing comprehensive administrative support through the planning and managing of meetings and events, calendar management, document preparation, and responding to inquiries; and independently managing specific projects and processes as assigned.

Duties And Responsibilities

• Receive inquiries from faculty, staff, donors, and community members and respond to these inquiries in a timely, professional, and positive manner.
• Utilize software applications (Raiser’s Edge, Financial Edge, AwardSpring, and the College’s other CRM solutions) to support advancement activities including but not limited to data entry, analysis, and reporting.
• Develop and maintain administrative systems within the office such as:
  • Coordinating an effective acknowledgement and stewardship process for donors through letters, telephone, email, and database management
  • Coordinating an effective scholarship awards management and recognition activities
  • Maintaining the division calendar.
  • Coordinating logistics and documentation for Educational Foundation Board and Committee meetings.
  • Accurate and timely processing and reporting of all donations received.
  • Reviewing and/or preparing and processing paperwork and/or electronic requests which may include purchase requisitions, travel, expense reimbursements, budget transfers, and other actions.
  • Coordinating and assisting in the preparation and monitoring/tracking of the division’s budgets, grants, initiatives and/or funding sources as assigned. Analyzes financial reports, constraints and timelines; prepares requests for fund transfers. Handles or assists with financial transactions and control procedures. Processes expenditures, purchases, budget transfers and other actions. Develops and analyzes financial reports and maintains selected fiscal records.
• Write, proofread, edit and send correspondence, including but not limited to: fund agreements, addendums, donor letters and gift proposals.
• Maintain pertinent documentation and records required by PVCC and the Educational Foundation.
• Plan, coordinate, and manage fundraising, special events, and programs.
• Provide administrative support to the division as needed with a positive attitude.
• Perform additional duties as assigned.

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

• Experience handling confidential, sensitive, or personally identifiable information in a professional setting.
• Demonstrated experience managing multiple assignments, projects, or deadlines simultaneously with limited supervision.
• Demonstrated experience providing administrative support in a professional office environment, including calendar management, scheduling meetings, preparing correspondence, maintaining records, and responding to inquiries.
• Experience preparing, proofreading, and editing business correspondence or other professional documents for accuracy, grammar, formatting, and completeness.
• Experience providing customer service and communicating professionally with individuals from a variety of internal and external constituencies.
• Demonstrated experience using Microsoft Excel to enter, organize, manipulate, and/or report data, including use of formulas, sorting, filtering, or similar functions.
• Ability to communicate effectively orally and in writing, as demonstrated through application materials and the selection process.

Additional Considerations

• Experience providing administrative support within a fundraising and development environment.
• Experience using Raiser’s Edge, Financial Edge, AwardSpring or similar fundraising and development CRM software.

Operation of a State Vehicle No Supervises Employees No Required Travel

college service area

Additional Information

Nondiscrimination & Sexual Harassment Notice

Piedmont Virginia Community College does not discriminate on the basis of sex, including sexual harassment, in its education programs, activities, or employment, as required by Title IX of the Education Amendments of 1972. This applies to admissions, employment, and all aspects of college life.

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.