Administrative Assistant

Virginia Community Colleges; Charlottesville (VA); On-site; USD 28,000 - 34,000; Part time

Job summary

Piedmont Virginia Community College seeks a part-time Administrative Support Specialist to assist the Vice President of Advancement and External Affairs. You will be the first point of contact for donors, campus partners, and governance boards, handling inquiries and supporting meetings and events.

Responsibilities include data entry in Raiser's Edge/Financial Edge, calendar management, document prep, and budget tracking.

Qualifications

• Experience handling confidential 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, including calendar management and meeting scheduling.
• Experience proofreading and editing business correspondence and professional documents.
• Experience providing customer service and communicating with diverse constituencies.
• Proficient in Microsoft Excel for data entry, analysis, and reporting.

Responsibilities

• Receive inquiries from faculty, staff, donors, and community members and respond in a timely, professional manner.
• Utilize Raiser's Edge, Financial Edge, AwardSpring and other CRM tools for data entry, analysis, and reporting.
• Develop and maintain administrative systems: donor acknowledgments, scholarship awards management, division calendar, and meeting logistics.
• Process and report donations accurately and timely; prepare/approve related paperwork (requisitions, travel, reimbursements, transfers).
• Coordinate budgeting, grants, initiatives, and funding sources; monitor financial reports and perform transfers as needed.

Skills

Calendar management

Budget tracking

Data entry

Donor relations

Customer service

Professional communication

Multitasking

Tools

Raiser’s Edge

Financial Edge

AwardSpring

Job description

Please see Special Instructions for more details.

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

Agency Website pvcc.edu

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.

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

VCCSuses 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.

Required fields are indicated with an asterisk (*).

Hiring Range $20.00 - $25.00 per hour, depending on experience

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.

Does this position have telework options? -Telework options are subject to change based on business needs-

EEO Category 6-Administrative Support