Administrative Specialist

Virginia's Community College System; Richmond (VA); On-site; USD 50,000 - 60,000; Full time

Job summary

NOVA Loudoun’s Reston Center seeks an Administrative Specialist to serve as the point of contact for faculty, staff, students and the community. The role provides clerical, administrative, financial, and customer service support for the Director of Campus Operations.

This non-telework position requires managing mail, records, and vendor relationships while supporting daily operations and reporting for projects at Reston Center.

Qualifications

• Experience in high-volume administrative support and customer service.
• Strong proficiency with Microsoft Office Suite, especially Excel.
• Experience with procurement and inventory management is a plus.
• Familiarity with college programs and policies is beneficial.

Responsibilities

• Provide primary support to the Reston Center.
• Maintain and update files and records.
• Track expenses, reconcile accounts, and manage supplies.
• Oversee mailroom, copying functions, and office equipment.
• Process phone calls, emails, and correspondence with professionalism.
• Prepare ad hoc reports for campus initiatives.

Skills

Clerical support

Budget tracking

Microsoft Office

Customer service

Tools

PeopleSoft

NOVAConnect

Teams

Zoom

Job description

Working Title Administrative Specialist Role Title Admin and Office Spec II Role Code 19012-FP FLSA Nonexempt Pay Band 02 Position Number 28000811 Agency Northern VA Community College Division NV280-Provost Loudoun Work Location Loudoun - 107 Hiring Range $50,000-$60,000 Emergency/Essential Personnel No EEO Category 6-Administrative Support Full Time or Part Time Full Time Does this position have telework options? -Telework options are subject to change based on business needs- No Does this position have a bilingual or multilingual skill requirement or preference? Work Schedule Monday – Friday; 8:30 AM – 5:00 PM; schedule may vary – some early mornings, evenings and weekends may be required as the needs of the Reston Center change

General Description

Sensitive Position No Job Description This position will be Loudoun’s Reston Center point of contact for faculty, staff, students and community. This position will provide clerical, administrative, operational, financial, technical, programmatic, customer service support and assistance for Loudoun Director of Campus Operations.

This position is not eligible for telework.

Duties And Tasks

• Provides primary support to the Loudoun’s Reston Center.
• Maintain and update files.
• Track monthly expenses, reconcile accounts and order supplies.
• Responsible for all aspects of mailroom and copier functions.
• Performs high-level administrative and operational support services for Loudoun’s Reston Center faculty, staff and student.
• Manages phone calls and correspondence (email, letters, and packages). Maintain office equipment.
• May assist with the operational flow of the Loudoun’s Reston Center.
• Greet and direct as needed all internal/external visitors and callers with courtesy while providing accurate and timely information. Assessing customer needs and handling complaints with professionalism. Referring complaints to appropriate parties when necessary.
• Accurately creates and maintains records and databases.
• Utilizes regularly available College and State systems to accomplish assigned tasks, goals and objectives for the Loudoun’s Reston Center.
• Produces ad hoc reports to respond to specific requests related to the Loudoun’s Reston Center, special campus projects and initiatives.
• Prioritize workload to ensure timely completion of projects and requested reports to ensure smooth and efficient operation of the Loudoun’s Reston Center.
• Responsible for inventory, procurement, purchasing and budgetary actions that support the Loudoun’s Reston Center.
• Expected to do project work related to the campus programs and/or Academic Divisions during the time while in Reston.
• This person will serve as the point person to process all surplus for Reston, process all quotes/requisitions and POs related to the move and oversee movers and/or vendors as needed to vacate the space.

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.

KSAs

• Knowledge of general business and office functions, practices, equipment, systems, and procedures.
• Knowledge of college programs, policies and procedures and the ability to interpret and explain them.
• Ability to exhibit discretion and diplomacy while maintaining information security and confidentiality regarding sensitive information.
• Strong problem solving, project management, analytical, critical thinking, and computer skills.
• Strong interpersonal skills used in daily interactions with a diverse population of internal and external individuals.
• Ability to work in an administrative/fast-paced environment that requires organization, precision, and accuracy.
• Ability to analyze data, prepare professional reports/summaries, preserve data integrity, and focus on attention to detail.
• Ability to be self-motivated and exercise independent judgment, with minimal or no supervision.
• Ability to work under pressure and meet deadlines.
• Able to work flexible work schedules.
• Proactively manage time and multiple priorities to meet established deadlines.
• Knowledge of computer operations including Teams, Zoom, PeopleSoft and NOVAConnect and proven ability to learn new technologies.
• Self-starter who is ready to upskill in procurement, inventory management, logistics, and project management.

Minimum Work Experience

• Administrative and customer services (in-person, email, and telephone) experience in a high-volume environment and responding to a variety of inquiries from diverse populations.
• Experience in Microsoft Office Suite, including Excel.
• Experience with procurement and inventory management.
• Budget management experience.
• Experience working with vendors/contractors.
• Experience in office management.

Additional Considerations

• Prior work experience in higher education.
• Experience processing, tracking, and updating faculty contracts to include resolving faculty pay issues.
• Experience with the creation and/or maintenance of file and database management.
• Experience coordinating and facilitating collaborations with student groups, academic departments, administrative departments, and the community.
• Bilingual (Spanish).

Operation of a State Vehicle No Supervises Employees No Required Travel

This position will require travel between NOVA Loudoun campus and NOVA Reston center on a regular basis.

Additional Information

Northern Virginia Community College (NOVA) is the largest public institution of higher education in the Commonwealth of Virginia and one of the largest community colleges in the nation. NOVA enrolls nearly 75,000 students on its six campuses in Alexandria, Annandale, Sterling, Manassas, Springfield, and Woodbridge, as well as through NOVA Online and high school dual enrollment programs. The College offers more than 100 affordable associate degree and certificate programs to help our students reach their academic and professional goals in some of the most in-demand careers.

At NOVA, we are deeply committed to fostering an inclusive community for all students, faculty, and staff, and our diverse workforce is representative of this commitment. To this end, we encourage all applicants seeking to add value through their diverse backgrounds, experiences, and interests to consider employment opportunities with NOVA. To learn more about NOVA’s commitment to inclusive excellence, please visit At a Glance | Northern Virginia Community College.

NOVA offers eligible employees a benefits package that includes a comprehensive health and dental insurance program, generous paid leave, deferred compensation plans, paid parental leave, state employee discounts, and a solid and secure retirement program.

We strive to ensure our employees have tools and development opportunities to support and promote NOVA’s mission. For more information about NOVA and its programs and services, please visit www.nvcc.edu.

The security of our students, faculty, and staff is very important at NOVA. Please take a moment to review NOVA’s Annual Security Reports.

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.

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.

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/