Administrative Assistant for Marketing

Virginia-Community-College-System; Virginia; 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 to the Marketing and Foundation team, handling scheduling, procurement, communications, and event coordination to ensure smooth day-to-day operations.

The position requires strong organizational and communication skills, proficiency in MS Office, and the ability to manage multiple priorities in a fast-paced environment.

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 fast-paced work environment

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 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
• 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

Skills

Interpersonal skills

Organizational skills

Communication skills

MS Office

Job description

Please see Special Instructions for more details.

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth's Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter. To request an AHP Letter, use this link: https://www.dars.virginia.gov/drs/cpid/PWContact.aspx or call DARS at 800-552-5019, or DBVI at 800-622-2155

Posting Summary

Working Title

Working Title Administrative Assistant for Marketing

Role Title

Role Title Admin and Office Spec III

Role Code

Role Code 19013-SW

FLSA

FLSA Nonexempt

Pay Band

Pay Band 03

Position Number

Position Number 29700079

Agency

Agency Germanna Community College

Division

Division Germanna Community College (Div)

Work Location

Hiring Range

Hiring Range $56,230-$62,478 Annually, Plus Full State Benefits

Emergency/Essential Personnel No

EEO Category

EEO Category 6-Administrative Support

Full Time or Part Time

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

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.
• 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

Operation of a State Vehicle No

Supervises Employees

Supervises Employees No

Required Travel

Travel between campuses can be required.

Posting Number

Posting Number CLS_4840P

Recruitment Type

Recruitment Type General Public - G

Number of Vacancies

Number of Vacancies 1

Position End Date (if temporary)

Job Open Date

Job Open Date 10/30/2026

Job Close Date

Job Close Date 11/13/2026

Agency Website

Agency Website www.germanna.edu

Contact Name

Email

Email [e-mail]

Phone Number

Special Instructions to Applicants

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth’s Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services ( DARS ), or the Department for the Blind & Vision Impaired ( DBVI ). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter. To request an AHP Letter, use this link: https://www.dars.virginia.gov/drs/cpid/PWContact.aspx or call DARS at 800-552-5019, or DBVI at 800-622-2155

Additional Information

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.

Required fields are indicated with an asterisk (*).

• * I understand that this position is located in Virginia and I must reside within a reasonable commuting distance or be willing to relocate to ensure consistent, reliable attendance.
  • Yes
  • No

Required Documents

• Resume
• Cover Letter/Letter of Application

Optional Documents

• Unofficial Transcripts
• Alternative Hiring Process Letter
• SF-50 (Documentation of involuntary separation from Federal Agency)