Administrative Assistant to the VP of Instruction and Student Development

Virginia Community Colleges

Virginia (MN)

On-site

USD 42,000 - 54,000

Full time

14 days+

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Job summary

Wytheville Community College is seeking an Administrative Assistant to support the Vice President of Instruction and Student Development. The role coordinates communications, scheduling, and records, handling sensitive materials with discretion and professionalism.

You will support cross-functional academic and student services operations, assist with meetings, agendas, minutes, and documentation, and provide backup coverage for executive office tasks as needed.

Qualifications

Knowledge of administrative support practices and confidentiality standards.
Ability to communicate effectively with diverse population.
Ability to maintain confidentiality and exercise independent judgment.
Manage multiple priorities and deadlines across units.
Experience or education equivalent to an associate’s degree in business/office administration.

Responsibilities

Provide advanced administrative support to VP of Instruction and Student Development.
Coordinate communications, scheduling and records across offices.
Maintain budgets, purchasing and travel arrangements with college policies.
Serve as primary contact for visitors, faculty, staff, students, and external partners.

Skills

Advanced administrative support

Confidentiality

Communication

Independent judgment

Multitasking

Scheduling coordination

Education

Associate’s degree in business or office administration

Tools

Student information systems

Advising platforms

Administrative databases

Job description

Administrative Assistant to the VP of Instruction and Student Development

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

Working Title

Working Title Administrative Assistant to the VP of Instruction and Student Development

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 28800005

Agency

Agency Wytheville Community College

Division

Division Wytheville Community College (Div)

Work Location

Work Location Wythe - 197

Hiring Range

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

Wytheville Community College is open from 8 am-5 pm, Monday-Friday. Some weekend or evening hours may be required.

Sensitive Position

Sensitive Position No

Job Description

The mission of Wytheville Community College is to provide a quality, comprehensive education for the citizens of the counties of Bland, Carroll, Grayson, Smyth, and Wythe and the city of Galax. To achieve this mission and to fulfill its role as an educational leader and partner, Wytheville Community College commits to a student-centered environment by: providing programs and courses in occupational-technical education, college transfer education, general education, developmental education, distance education, continuing education, and workforce development; utilizing a broad range of instructional technologies, methods, materials, and facilities that are designed to meet the diverse needs of students; offering a supportive, comprehensive program of student development services that contribute to student persistence, success, and citizenship; fueling regional and state economic development by forging partnerships with businesses, industries, public agencies, civic groups, public schools, and other institutions of higher education not only within the service region but throughout the Commonwealth; promoting Appalachian Culture and cultural opportunities of Southwest Virginia; promoting accessibility; promoting accessibility and affordability; and ensuring quality in all programs and services.

Wytheville Community College is seeking a candidate to provide administrative support to the Office of the Vice President of Instruction and Student Development.

Purpose

Provide advanced administrative support to the Office of the Vice President of Instruction and Student Development to ensure effective office operations, communication, and coordination of academic and student services functions. The position coordinates communications, records, scheduling, and sensitive materials; exercises independent judgment in the performance of complex administrative duties; maintains a high level of confidentiality; and supports collaboration across academic and student services areas while serving as a primary point of contact with senior leadership, faculty, staff, students, and external stakeholders.

Some of the job responsibilities include but are not limited to the following:

Ensures efficient administrative operations and timely flow of information;
Supports coordination and collaboration across academic and student services units; and
Maintains accurate records, schedules, and material in accordance with college policies, with a high level of confidentiality.

Provide comprehensive administrative and operational support to the Office of the Vice President of Instruction and Student Development and the Dean of Student Services and Academic Development. Coordinate office communications, scheduling, records management, and meeting logistics across both Instruction and Student Services functions.

Coordinates meetings and events;
Prepares agendas, minutes, correspondence, and reports;
Organizes documentation for institutional reporting, special projects, and accreditation-related activities;
Serves as primary point of contact for visitors, faculty, staff, students, and external partners, ensuring professional, responsive, and service-oriented communication;
Prepares and processes purchasing documentation, including requisitions and purchase orders, and maintain related records in compliance with college procedures;
Maintains accurate budget and procurement records, including budget tracking, purchasing documentation, travel arrangements, and reconciliation of expense reports in accordance with college and VCCS policies and procedures;
Exercises independent judgment and discretion in handling confidential student, personnel, financial, and institutional information; and
Provide cross-functional administrative support to Student Services operations and offers occasional front desk coverage as needed to ensure continuity of service.

Provide administrative support and backup coverage for the Office of the President as needed, including telephone coverage, scheduling assistance, records maintenance, and professional office coordination. Collaborate closely with the President’s administrative assistant to ensure continuity of executive office operations and effective communication.

Assists with major institutional functions and special projects, including faculty and staff in-service events, commencement activities, local Board meetings, and other executive meetings; and
Assists with scheduling, documentation, communications, and event preparation to support successful implementation of college-wide initiatives.

Provide administrative support for the development and annual updates to the college academic calendar and maintenance of the college catalog. Track deadlines; compile and organize content revisions from academic departments and administrative offices; and prepare documentation to support timely review, approval, and communication in accordance with college and VCCS policies and procedures.

Maintains accurate and secure adjunct faculty records, including personnel files and database information, in compliance with confidentiality and record retention requirements;
Processes documentation and updates to support academic staffing needs;
Provides administrative support for faculty professional development and recognition activities, including processing educational assistance requests, preparing correspondence, assisting with awards and recognition processes, and maintaining related records and documentation in coordination with the Vice President of Instruction and Student Development.

This position will report directly to the Vice President of Instruction and Student Development.

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

Knowledge of administrative support practices; institutional policies, procedures, and confidentiality standards; and records coordination processes;
Skilled in advanced use of office productivity software, electronic scheduling and record systems, and coordination of calendars, meetings, communications, and documentation;
Ability to communicate effectively with diverse population;
Exercise independent judgment and maintain a high level of confidentiality;
Manage multiple priorities and deadlines and collaborate across academic and administrative units; and
Experience and/or education equivalent to an associate’s degree in business administration, office administration, or a related field.

Additional Considerations

Experience in a higher education environment;
Experience utilizing enterprise administrative systems such as student information systems, advising or student success platforms, and related administrative databases; and
Knowledge of VCCS and state of Virginia policies and procedures.

Operation of a State Vehicle

Operation of a State Vehicle Yes

Supervises Employees

Supervises Employees No

Required Travel

May be required to travel for training and to other WCC off-site locations.

Posting Number

Posting Number CLS_4698P

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 08/28/2026

Job Close Date

Job Close Date 09/18/2026

Agency Website

Agency Website www.wcc.vccs.edu

Contact Name

Email HR@wcc.vccs.edu

Phone Number

Phone Number (276) 223-4869

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

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 (*).

Required Documents