Executive Admin to Directors — Enrollment & Financial Aid

Virginia's Community College System; Richmond (VA); On-site; USD 56,000 - 62,000; Full time

Job summary

Germanna Community College is seeking an Administrative Assistant to provide comprehensive administrative support to Enrollment Services and Financial Aid at the Fredericksburg Area Campus. The successful candidate will assist Directors and serve as a key admin partner across operations.

This role requires professionalism, discretion, initiative, and the ability to manage multiple priorities while interacting with students, faculty, staff, and external partners.

Qualifications

• Demonstrated experience providing administrative or office support in a professional environment.
• Excellent interpersonal, organizational, and oral and written communication skills.
• Demonstrated ability to exercise sound judgment, discretion, professionalism, and initiative.
• Strong problem-solving skills and the ability to research issues, identify solutions, and quickly learn new systems and processes.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to coordinate calendars, meetings, deadlines, and multiple competing priorities.
• Ability to prepare professional correspondence, reports, presentations, meeting materials, and other documents with a high degree of accuracy.
• Ability to anticipate administrative needs, establish priorities, and independently follow through on assignments.

Responsibilities

• Managing calendars, scheduling meetings, and coordinating appointments involving multiple internal and external stakeholders.
• Preparing agendas, meeting materials, presentations, correspondence, reports, and meeting minutes with a high degree of accuracy and professionalism.
• Tracking action items, deadlines, projects, and commitments and proactively following up with appropriate individuals to support timely completion.
• Coordinating travel arrangements and processing travel requests and reimbursements.
• Submitting and tracking purchasing requests through eVA and assisting with procurement processes.
• Monitoring departmental budgets and expenditures, maintaining accurate financial records, and assisting leadership with budget tracking and reporting.
• Drafting, reviewing, and formatting routine correspondence and communications on behalf of supported leaders.
• Serving as a point of contact for internal and external stakeholders and appropriately responding to or routing inquiries and requests.
• Exercising discretion and sound judgment when handling confidential, sensitive, or time-sensitive information.
• Coordinating departmental and divisional meetings, events, projects, and special initiatives.
• Compiling, organizing, and analyzing departmental data and preparing reports and summaries to support planning and decision-making.
• Processing and routing transcripts received through Parchment and supporting other Admissions and Records functions as assigned.
• Maintaining organized electronic and physical records and supporting the development of efficient administrative processes and procedures.
• Providing administrative support for college-wide and divisional initiatives and special projects as assigned.

Skills

Administrative support

Calendar management

Microsoft Office

Communication

Discretion and judgment

Stakeholder coordination

Bilingual English/Spanish

Tools

Microsoft Office Suite

Job description

Germanna Community College is seeking an Administrative Assistant to provide comprehensive administrative support to Enrollment Services and Financial Aid at the Fredericksburg Area Campus. The successful candidate will assist Directors and serve as a key admin partner across operations.

This role requires professionalism, discretion, initiative, and the ability to manage multiple priorities while interacting with students, faculty, staff, and external partners.