Administrative & Office Support Specialist

Virginia's Community College System; Richmond (VA); On-site; USD 29,000 - 32,000; Part time

Job summary

Virginia's Community College System is seeking an Administrative & Office Support Specialist II to provide essential admin support to the TARE Programs Office at Danville Community College. The role emphasizes client data management, documentation, and office operations to aid student services and program outcomes.

The position is grant-funded and part-time, with a typical schedule Monday–Friday 9:00 a.m.–2:30 p.m., and pay range $21–$23 per hour.

Qualifications

• Knowledge, training, and/or experience in Administrative Support Technology or related field.
• Broad experience in administrative and office support.
• Strong organizational, scheduling, monitoring, and tracking skills with attention to detail.
• Proficient in Word, Excel, PowerPoint, and Outlook with ability to create reports and documents.
• Experience with client database management and data entry.

Responsibilities

• 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.
• Organizes and manages client records and databases while maintaining confidentiality and data integrity.
• Collaborates 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.
• Assists in identifying and addressing participants’ academic, social, and support service needs, coordinating office and classroom cohort schedules.
• Maintains organized, functional, and professional office and classroom environments, including inventory management and supplies tracking.
• Performs additional duties to support program operations and objectives.

Skills

Administrative support

Microsoft Office

Data entry

Customer service

Document management

Communication

Attention to detail

Multi-tasking

Tools

Microsoft Office Suite

Job description

Working Title Administrative & Office Support Specialist Role Title Admin and Office Spec II Role Code 19012-SW FLSA Nonexempt Pay Band 02 Position Number 279W0031 Agency Danville Community College Division Danville Community College (Div) Work Location Danville - 590 Hiring Range $21 to $23 per hour Emergency/Essential Personnel No EEO Category 6-Administrative Support 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 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 No Supervises Employees No Required Travel

Some travel may be required.

Posting Details

Posting Number WGE_3521P Recruitment Type General Public - G Number of Vacancies 1 Position End Date (if temporary) 06/30/2029 Job Open Date 10/22/2026 Job Close Date 11/05/2026 Open Until Filled Yes Agency Website https://danville.edu/ Contact Name Tracy Vasquez 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

Background Check Statement Disclaimer

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.

Quicklink for Posting

https://jobs.vccs.edu/postings/102347