Administrative Assistant (00019)

Commonwealth of VA Careers; Chesterfield Court House (VA); On-site; USD 42,000 - 50,000; Full time

Job summary

Brightpoint Community College, located in the Chesterfield area, seeks an Administrative Assistant to support the Business, Engineering, and Technology Division. The role focuses on efficient workflows, professional support for the Dean, faculty, staff, students, and partners, and handling multiple tasks with accuracy and discretion.

The position involves calendar management, recruitment support, and collaboration across college systems to ensure timely processing of schedules and records.

Qualifications

• High school diploma or equivalent required; strong written and verbal communication skills preferred.
• Experience providing administrative or office support in a fast-paced environment.
• Proficiency with Microsoft Office and other standard office technologies; familiarity with SIS/LMS is a plus.

Responsibilities

• Manage calendars, schedule meetings, and organize division meetings and events.
• Provide frontline support by answering calls, greeting visitors, and routing inquiries appropriately.
• Coordinate faculty recruitment activities, scheduling, onboarding, and contract processes.
• Enter and maintain course schedules, textbook information, and other academic records by deadlines.
• Prepare and distribute enrollment and division reports to leadership and faculty.
• Assist with travel arrangements and reimbursements; support budgeting tasks as needed.
• Maintain confidential records and support process improvements across the division.

Skills

Organizational skills

Written communication

Verbal communication

Customer service

Education

High school diploma or equivalent

Tools

Microsoft Office

Adobe

Job description

Title: Administrative Assistant (00019)

Agency: Brightpoint Community College

Location: Chesterfield - 041

FLSA: Nonexempt

Hiring Range: $42,000 - $50,000

Full Time or Part Time: Full Time

Additional Detail

Job Description

Brightpoint Community College is a two-year public institution of higher education and is one of the largest of Virginia’s 23 community colleges. The college is located within the Greater Richmond metropolitan area. It serves students and the community at its two campuses, in Chester and Midlothian; online; and in locations throughout its service area. Brightpoint Community College’s mission is to provide quality educational opportunities that inspire student success and community vitality. It envisions a success story for every student.

Brightpoint offers a robust benefits package, including:

• State of Virginia employee benefits
• Comprehensive health insurance (medical, dental, and vision)
• Virginia Retirement System (VRS) participation
• Generous annual leave and paid holidays
• Remote work flexibility, depending on role and departmental needs
• Professional development opportunities
• Continuous learning programs
• Access to wellness resources and employee assistance programs

Brightpoint Community College invites applications for an Administrative Assistant to support the daily operations of the Business, Engineering, and Technology Division. The Administrative Assistant will help ensure efficient workflows and provide responsive, professional support to the Dean, faculty, staff, students, and external partners. This highly visible, fast-paced environment position requires accuracy, reliability, discretion, sound judgment, technological proficiency, and excellent customer service.

The Administrative Assistant will:

• manage calendars, schedule meetings, coordinate faculty observations and evaluations, and organize division meetings and events.
• provide professional frontline support by answering calls, assisting visitors, gathering accurate information, and routing student, faculty, staff, and public inquiries appropriately.
• provide administrative support for faculty and staff recruitment, interview scheduling, onboarding, offboarding, and ongoing faculty needs.
• process faculty contracts, overloads, and reassigned time in the Student Information System.
• enter and maintain course schedules, textbook information, bookstore orders, class cancellations, and other academic records by established deadlines.
• prepare and distribute enrollment reports, routine communications, and other division reports to faculty, program chairs, and leadership.
• coordinate travel authorizations, arrangements, documentation, and reimbursements through Emburse Enterprise.
• process and track purchases, equipment, software, supplies, and related documentation through eVA and other college systems while assisting with budget monitoring and reconciliation.
• support division projects and initiatives by tracking assignments, deadlines, approvals, deliverables, resources, and outstanding issues through completion.
• maintain accurate and confidential electronic and paper records, including faculty, student, budget, grant, contract, purchasing, and division documents.
• use Microsoft Office, Adobe, and other college systems effectively to support communication, document management, reporting, and office efficiency.
• maintain dependable office coverage, anticipate operational needs, support process improvements, and participate in cross-training to ensure continuity of services.
• demonstrate strong organization, initiative, critical thinking, time management, communication, customer service, and the ability to manage multiple priorities with limited supervision.
• perform additional duties as assigned to support the effective operation of the division.

This position may be based at the Chester Campus, Midlothian Campus, or another college location as operational needs require. Occasional evening coverage and travel between college locations may be required.

Minimum Qualifications

• High school diploma or equivalent.
• Experience providing administrative or office support.
• Proficiency with Microsoft Office and other standard office technologies.
• Ability to think critically, resolve routine issues independently, identify priorities, and determine when matters require escalation.
• Strong organizational, written communication, verbal communication, and customer service skills.
• Ability to manage multiple priorities, maintain accurate records, meet deadlines, and handle confidential information appropriately.
• Successful completion and passing of a background check is required.

Additional Considerations

• Experience with higher education systems, especially SIS (Student Information System), Canvas (LMS), and other VCCS systems.
• Familiarity with eVA purchasing, Emburse Enterprise travel, and HR contract processing.
• Experience assisting with budget tracking, project management, or grant support.
• Experience supporting faculty, students, or administrators in a college environment.