Administrative & Office Support Specialist

Virginia Community Colleges

Danville (VA)

On-site

USD 29,000 - 32,000

Part time

21 hours ago

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Job summary

Danville Community College seeks an Administrative & Office Support Specialist to provide essential support to the TARE Programs Office. The role focuses on client records, data entry, and coordinating office operations to ensure smooth program delivery. The position is grant-funded and part-time, with hours typically 9:00 a.m.

to 2:30 p.m., Monday through Friday, in Danville, VA. Knowledge of SIS and eVA procurement is a plus, and successful candidates will join a mission-driven team supporting

Qualifications

Knowledge of administrative support practices and data entry procedures.
Strong organizational, scheduling, monitoring and tracking skills.

Responsibilities

Provides administrative office support to the TARE Programs Office.
Prepares and maintains program documentation and client files.
Maintains client databases and ensures quarterly report submissions.
Manages records and databases with confidentiality and data integrity.
Coordinates with staff and community partners to communicate program activities.
Serves as first point of contact for clients and visitors, delivering professional service.
Assists in coordinating student cohorts, schedules, and program activities.
Maintains organized office and classroom environments and tracks supplies.
Performs additional duties to support program operations.

Skills

Administrative support

Microsoft Office

Data entry

Customer service

Communication

Organization

Scheduling

Record keeping

Education

None

Tools

SIS (Student Information System)

eVA procurement

Job description

Administrative & Office Support Specialist

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 & Office Support Specialist

Role Title

Role Title Admin and Office Spec II

Role Code

Role Code 19012-SW

FLSA

FLSA Nonexempt

Pay Band

Pay Band 02

Position Number

Position Number 279W0031

Agency

Agency Danville Community College

Division

Division Danville Community College (Div)

Work Location

Hiring Range

Hiring Range $21 to $23 per hour

Emergency/Essential Personnel No

EEO Category

EEO Category 6-Administrative Support

Full Time or Part Time

Full Time or Part Time Part 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 through Friday: Hours are generally between 9:00 a.m. - 2:30 p.m.
Commonwealth of Virginia part-time/wage employees are limited to working 1,500 hours per agency per year, which is calculated as the 365-day period from May 1st through April 30th each year. It is the employee and supervisor’s responsibility to manage and maintain the work schedule to ensure the limited 1,500 hours are not exceeded within the May 1 - April 30 365-day period.

Sensitive Position

Sensitive Position No

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.

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, 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.

Please attach supporting documents that demonstrate knowledge, training, and experience for this role.

Additional Considerations

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

Operation of a State Vehicle

Operation of a State Vehicle No

Supervises Employees No

Required Travel

Some travel may be required.

Posting Number

Posting Number WGE_3521P

Recruitment Type

Recruitment Type General Public - G

Number of Vacancies

Number of Vacancies 1

Position End Date (if temporary)