Administrative Assistant to the VP of Instruction and Student Development

Wytheville Community College; Wytheville (VA); On-site; USD 40,000 - 58,000; Full time

Job summary

Wytheville Community College is seeking an experienced administrative support professional for the Office of the Vice President of Instruction and Student Development. You will ensure smooth office operations, coordinate communications, manage records, and support senior leadership with discretion and professionalism.

The role involves scheduling, document preparation, and collaboration across academic and student services units, including front desk coverage and coordination with external

Qualifications

• Knowledge of administrative support practices, policies, and confidentiality standards.
• Experience with scheduling, documentation, and calendar management.
• Ability to communicate effectively with a diverse population.

Responsibilities

• Ensure efficient administrative operations and timely flow of information.
• Coordinate communications, scheduling, records management, and meeting logistics across units.
• Maintain accurate records and material with a high level of confidentiality.

Skills

Administrative support

Office software

Communication skills

Confidentiality

Time management

Education

Associate degree in business administration or related field

Tools

Student information systems

Record management systems

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.

Job responsibilities

• Ensures efficient administrative operations and timely flow of information;
• Supports coordination and collaboration across academic and student services units;
• 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;
• 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;
• 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.

Minimum 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;
• Experience and/or education equivalent to an associates 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;
• Knowledge of VCCS and state of Virginia policies and procedures.