Administrative Assistant for Marketing

Virginia's Community College System; Richmond (VA); On-site; USD 56,000 - 62,000; Full time

Job summary

Germanna Community College is seeking a full-time Administrative Assistant for the Marketing Department. The role provides high-level administrative support, scheduling, procurement, communications, and event coordination to ensure smooth day-to-day operations.

The position supports hiring committees, onboarding of staff, and coordination of college-wide events and outreach. Telework is subject to change; travel between campuses may be required.

Qualifications

• Excellent interpersonal, organizational, and communication skills (both oral and written).
• Excellent problem solving skills and an ability to learn new systems.
• Proficiency in Microsoft Office applications.
• Flexibility to work at different locations as needed.

Responsibilities

• Proactively manage the Director’s calendar, coordinate department meetings, and prevent scheduling conflicts.
• Assist with scheduling and communication for department staff and external partners.
• Coordinate travel logistics and process travel reimbursements in a timely and accurate manner; track departmental expenses and procurement.
• Serve as purchasing liaison for the department and manage vendor relationships, invoices, and procurement for events and sponsored initiatives.
• Prepare and distribute meeting agendas and minutes.
• Support hiring committees, onboarding, and mentoring of new departmental staff.
• Proactively support planning and execution of college-wide events, recruitment activities, staff retreats, and outreach engagements.
• Organize branded giveaways, swag kits, and promotional materials for events.
• Coordinate logistics for outreach events, including registration and partner engagement.
• Support development and execution of student/community outreach events with marketing and registration.
• Support communications efforts, including submitting event listings and coordinating media vendors.
• Provide operational support for social media engagement, outreach promotion, and student recruitment efforts.

Skills

Interpersonal skills

Organizational skills

Written communication

Microsoft Office

Problem solving

Multitasking

Tools

eVA

Job description

Working Title Administrative Assistant for Marketing Role Title Admin and Office Spec III Role Code 19013-SW FLSA Nonexempt Pay Band 03 Position Number 29700079 Agency Germanna Community College Division Germanna Community College (Div) Work Location Spotsylvania - 177 Hiring Range $56,230-$62,478 Annually, Plus Full State Benefits 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: 8am-4:30pm or as scheduled

SENSITIVE POSITION NO JOB DESCRIPTION

Germanna Community College is a public, open access institution of higher education in the Virginia Community College System. The College is a dynamic learning organization that serves as a Germanna regional leader and preferred partner where quality learning experiences enable students to participate effectively in the social, economic, political, intellectual, and cultural life of their communities. Germanna Community College is centrally located in Fredericksburg, VA between Washington D.C. and Richmond and between the Blue Ridge mountains and the Chesapeake Bay. Full of history, the area offers a community rich with diversity, the arts, technology, vineyards, hiking, canoeing/kayaking, and many other activities.

Germanna Community College is seeking a full-time Administrative Assistant for the Marketing Department. The Administrative Assistant provides high-level administrative and operational support to the Marketing and Foundation team, ensuring smooth day-to-day operations through scheduling, procurement, communications, and event coordination.

Major Duties & Responsibilities

Administrative & Departmental Support

• Proactively manage the Director’s calendar, coordinate department meetings, and prevent scheduling conflicts.
• Assist with scheduling and communication for department staff and external partners.
• Coordinate travel logistics and process travel reimbursements in a timely and accurate manner. Track departmental expenses, manage purchases across multiple budgets, and maintain records aligned with procurement guidelines (including eVA).
• Serve as purchasing liaison for the department and manage vendor relationships, invoices, and procurement for events and sponsored initiatives.
• Prepare and distribute meeting agendas and minutes.
• Support hiring committees, onboarding, and mentoring of new departmental staff.

Event & Outreach Coordination

• Proactively support the planning and execution of college-wide events, recruitment activities, staff retreats, and high-profile outreach engagements.
• Organize branded giveaways, swag kits, and promotional materials for internal and external events.
• Coordinate logistics for outreach events, including registration, materials, operational support, and partner engagement.
• Support development and execution of student/community outreach events by handling logistics related to marketing, registration and coordination with presenters.

Marketing & Communications

• Support communications efforts, including submitting event listings to community calendars and coordinating media vendors (photographers, videographers).
• Provide operational support for social media engagement, outreach promotion, and student recruitment efforts.

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

• Excellent interpersonal, organizational, and communication skills (both oral and written)
• Excellent problem solving skills and an ability to learn new systems
• Proficiency in Microsoft Office applications
• Flexibility to work at different locations as needed
• Ability to manage multiple priorities at once and comfortable supporting a face-paced work environment

Additional Considerations

• Experience working as an Administrative Assistant in a college setting
• Purchasing/procurement experience in eVA

Operation of a State Vehicle No Supervises Employees No Required Travel

Travel between campuses can be required.

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.