Administrative Assistant (00019)

Virginia's Community College System; Richmond (VA); On-site; USD 42,000 - 50,000; Full time

Benefits offered by this job

Health insurance

Paid holidays

Generous annual leave

Remote work flexibility

Professional development

Job summary

Brightpoint Community College in the Greater Richmond area is seeking an Administrative Assistant to support the Business, Engineering, and Technology Division. The role involves managing calendars, coordinating meetings, and handling inquiries with professionalism and discretion.

The position requires strong organizational and communication skills, experience in office support, and the ability to handle multiple tasks in a fast-paced environment. A background check is required.

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 and 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.

Responsibilities

• 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 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 SIS.
• enter and maintain course schedules, textbook information, bookstore orders, class cancellations, and other academic records by deadlines.
• prepare and distribute enrollment reports, routine communications, and other division reports to faculty 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.
• support division projects and initiatives by tracking assignments, deadlines, approvals, deliverables, resources, and issues through completion.
• maintain accurate and confidential electronic and paper records for faculty, students, budgets, grants, contracts, purchasing, and division documents.

Skills

Administrative support

Customer service

Organization

Written communication

Verbal communication

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Working Title Administrative Assistant (00019) Role Title Admin and Office Spec III Role Code 19013-SW FLSA Nonexempt Pay Band 03 Position Number 29000019 Agency Brightpoint Community College Division Brightpoint Community College (Div) Work Location Chesterfield - 041 Hiring Range $42,000 - $50,000 Emergency/Essential Personnel No EEO Category 6-Administrative Support 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, 8:00am-5:00pm; as needed

Sensitive Position No 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.

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

• 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.

Operation of a State Vehicle No Supervises Employees No Required Travel

As required

Applicants must be legally authorized to work in the United States without the need for employer sponsorship now or in the future. Brightpoint Community College does not sponsor or assume sponsorship of employment visas.

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/

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.

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.

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.