Administrative & Office Support Specialist

Commonwealth of VA Careers; Danville (VA); Vor Ort; USD 29.000 - 32.000; Teilzeit

Zusammenfassung

Danville Community College is seeking an Administrative & Office Support Specialist to assist in the TARE Programs Office in Danville, VA. The role focuses on keeping participant data accurate, coordinating schedules, and maintaining a welcoming office environment.

The position is grant-funded, part-time, nonexempt, with an hourly pay range of $21–$23. It requires strong organizational and communication skills and experience with Microsoft Office and data entry.

Qualifikationen

• Knowledge/experience in administrative support technology or related field.
• Broad experience in administrative and office support.
• Ability to handle multiple priorities and deadlines.
• Strong organizational, scheduling, and attention to detail.

Aufgaben

• Communicate program policies to clients, students, and partners.
• Process and maintain program documentation and client files.
• Enter/update participant data for quarterly reports.
• Organize client records with confidentiality and data integrity.
• Coordinate with staff and partners for timely communication.
• Serve as first point of contact for clients and visitors.
• Assist in scheduling academic/cohort activities and events.
• Maintain organized office and classroom environments and inventory.

Kenntnisse

Administrative support

Data entry

Microsoft Office

Customer service

Ausbildung

High school diploma or equivalent

Tools

SIS (Student Information Systems)

eVA procurement

Jobbeschreibung

Title: Administrative & Office Support Specialist

Agency: Danville Community College

Location: Danville - 590

FLSA: Nonexempt

Hiring Range: $21 to $23 per hour

Full Time or Part Time: Part Time

Additional Detail

Job Description:

Danville Community College developed from two institutions, Danville Technical Institute and the Danville Division of Virginia Polytechnic Institute opened in 1936 as Danville Textile School, becoming Danville Technical Institute just after World war II. The Danville Division of Virginia Polytechnic Institute first began as an engineering division in 1946, and was later expanded to include the first two years of course work for all engineering, business administration, liberal arts, and science majors. Beginning in the summer of 1966, all programs taught by Danville Technical Institute were brought under the Virginia Department of Community Colleges.

Effective July 1, 1968, the Danville Division of Virginia Polytechnic Institute merged with the existing community college providing the comprehensive programs now offered.

The primary goal of this position is to provide administrative office support to the TARE (Training, Assessments for the Retention of Employment) Programs Office. The TARE office provides support to low income students with children 19 years or younger in order to eliminate barriers to education.

Job Duties:

• Communicates program policies, procedures, and requirements effectively to clients, students, community partners, and other stakeholders.
• Processes and maintains all required program documentation, assists with collecting participant information and data, and ensures accurate creation and maintenance of client files and student database tracking systems.
• Provides ongoing support for client database management by entering, updating, and verifying participant information to ensure accurate and timely quarterly report submissions in accordance with established schedules, policies, and procedures.
• Organizes and manages client records and databases while maintaining confidentiality and data integrity.
• Collaborates effectively with staff, clients, and community partners to ensure clear, accurate, and timely communication regarding program activities, services, and participant needs.
• Serves as the first point of contact for clients and visitors by providing a professional and welcoming environment, responding promptly to inquiries, and sharing relevant program information.
• Assists in identifying and addressing participants' academic, social, and support service needs, while coordinating office and classroom cohort schedules to promote participant success.
• Maintains organized, functional, and professional office and classroom environments, including managing inventory, ordering supplies, and tracking resource utilization.
• Performs additional duties and responsibilities as assigned to support program operations and objectives.

This is a grant-funded position. Continuation of the role is contingent on the college's continued receipt of funding.

Minimum Qualifications:

• Knowledge, training, and/or experience in Administrative Support Technology or related field
• Broad experience in administrative and office support.
• Demonstrated ability to work effectively in a fast-paced environment while managing multiple priorities, deadlines, and responsibilities.
• Strong organizational, scheduling, monitoring, and tracking skills with exceptional attention to detail and accuracy.
• Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, with the ability to create spreadsheets, reports, charts, presentations, meeting materials, and program documents.
• Knowledge of database management, data entry, tracking systems, and reporting processes.
• Ability to analyze information, maintain accurate records, and ensure compliance with program policies, procedures, and confidentiality requirements.
• Excellent verbal and written communication skills with the ability to interact professionally and effectively with students, staff, community partners, and the public.
• Strong customer service skills and the ability to respond to inquiries in a timely, courteous, and professional manner.
• Ability to coordinate meetings, classroom cohorts, events, and program activities while maintaining attention to multiple details.
• Skilled in problem-solving, prioritizing tasks, and exercising sound judgment in a dynamic work environment.
• Ability to work collaboratively as a member of a project team while also demonstrating initiative and the ability to work independently with minimal supervision.
• Demonstrated commitment to the community college mission and student success.
• Ability to work effectively with individuals from diverse cultural, socioeconomic, educational, and professional backgrounds.
• Knowledge of office management practices, inventory control, and supply tracking procedures.
• Ability to maintain professionalism, discretion, and confidentiality when handling sensitive participant and program information.
• Strong interpersonal skills with the ability to build and maintain positive working relationships with internal and external stakeholders.
• Ability to adapt to changing priorities, program needs, and organizational requirements while maintaining a high level of productivity and service.
• Experience serving and collaborating with diverse communities, including individuals with varying educational, cultural, and socioeconomic experiences.
• Fluent with responsiveness to e-mail; willingness to learn new programs.
• Ability to create program documents to include spreadsheets, charts, maintain participant files and database.

Additional Considerations:

• Relevant experience in Student Information Systems (SIS) and eVA procurement processes.
• Prior experience in higher education.
• Knowledge of community college programs.