Administrative Assistant, Career & Occupational Technology Division
Full Time
Alberta, VA 23821
Posted
Job description
Thank you for considering employment with Southside Virginia Community College (SVCC). We are committed to attracting and retaining a diverse workforce that enhances our status as a recognized Great College to Work For by the Chronicle of Higher Education for 12 years! With the goal of ensuring the equal educational opportunity for all students, SVCC embraces diversity among our students, faculty, staff and the communities we serve as an integral part of our history, a recognition of the complexity of our present state and a call to action for a better future.
SVCC is located in a rural setting of rolling hills, pine and hardwood forests, and farmland. There is easy access to nearby metropolitan Richmond, Virginia, the state’s capital, as well as Raleigh, North Carolina, and Lynchburg, Virginia. The area is famous for its two lakes, Gaston and Kerr, and a multitude of state and national parks which offer recreational opportunities such as fishing, boating, skiing, jet-skiing, hiking, horseback riding, picnics, and relaxation. The area also offers sports arenas for baseball, softball, soccer and beautiful golf courses. There are cultural activities including various theaters and arts councils offering concerts, plays, and live entertainment, and there are many local festivals held throughout the year.
Southside Virginia Community College is seeking applicants for the position of Administrative Assistant for our Career and Occupational Technology Division. This position will provide administrative support for the Dean of Career and Occupational Technology and the division’s faculty by preparing correspondence, reports, scheduling conferences, coordinating travel arrangements, entering class schedules, maintaining the budget for the division, ordering and maintaining supplies and equipment, etc.
Core Responsibilities:
SVCC is located in a rural setting of rolling hills, pine and hardwood forests, and farmland. There is easy access to nearby metropolitan Richmond, Virginia, the state’s capital, as well as Raleigh, North Carolina, and Lynchburg, Virginia. The area is famous for its two lakes, Gaston and Kerr, and a multitude of state and national parks which offer recreational opportunities such as fishing, boating, skiing, jet-skiing, hiking, horseback riding, picnics, and relaxation. The area also offers sports arenas for baseball, softball, soccer and beautiful golf courses. There are cultural activities including various theaters and arts councils offering concerts, plays, and live entertainment, and there are many local festivals held throughout the year.
Southside Virginia Community College is seeking applicants for the position of Administrative Assistant for our Career and Occupational Technology Division. This position will provide administrative support for the Dean of Career and Occupational Technology and the division’s faculty by preparing correspondence, reports, scheduling conferences, coordinating travel arrangements, entering class schedules, maintaining the budget for the division, ordering and maintaining supplies and equipment, etc.
Core Responsibilities:
- Administrative Assistance: Provides administrative assistance to the Dean of Career and Occupational Technology, full-time and adjunct faculty; prepares and maintains files; prepares adjunct faculty contracts; serves as receptionist for the division; handles inquiries; receives phone calls and visitors and provides necessary assistance in a positive manner; arranges meetings; requests and distributes information and materials to and from various outside agencies; inputs industry credentials into SIS (Student Information System); trains and manages college work-study and other part-time clerical assistants; assists with onboarding of new employees; serves on college committees, record minutes when needed; assists other staff members as time permits and as necessary
- Maintain Department Budget: Prepares and submits purchase orders, timesheets and contracts; contacts vendors for pricing information, receives information and distributes to proper individuals; follows up on invoices and statements in conjunction with college purchasing agent; utilizes SWAM vendors when available and follows college purchasing guidelines; maintains approximate balances of instructional accounts
- Provide General Faculty Support:Provides general faculty support so that requests for assistance are met in a timely manner; oversees instructional activities at faculty direction; supports college activities; routine filing; assists faculty with travel reimbursements for division; monitors tests for classes and distributes materials to students and faculty as needed; maintains general files and records of division including textbooks, college committees, and course outlines; assists Dean in the assignment of classrooms for academic classes; adds, deletes and changes class schedules as necessary in PeopleSoft; prepares textbook orders and submits to bookstore; uses PeopleSoft SIS to query and access information as needed
- Customer Service:Consistently demonstrates courteous, helpful attitude while assisting students, staff, faculty, supervisors, and the public; fosters a positive work environment for all employees and public by displaying teamwork and cooperation for supervisors, co-workers and students
Minimum Qualifications
- High school diploma/GED required
- Advanced keyboarding and computer skills
- Proficient, recent administrative experience utilizing MS Office and Google Suite
- Professional customer service and communication skills and experience (written and oral)
- Record keeping experience and basic accounting knowledge
- Valid driver’s license for service area travel
- Accuracy and confidentiality
- Ability to successfully assess and prioritize tasks
- Excellent organizational skills
- Ability to successfully collaborate with various departments and partner organizations
Preferred Qualifications
- Associate’s degree or higher in related field
- Administrative experience with support services in an academic environment
- Experience with PeopleSoft or similar student registration software and Canvas
- Experience in financial record keeping
- Career Readiness Certificate
- An equivalent combination of training and experience indicating possession of the preceding knowledge and abilities may substitute for this education and experience
Special Requirements
- Satisfactory reference and background checks are a condition of employment.
- When specified, official transcripts will be required of the successful candidate.
- Telework will be limited to one day per week.
Special Instructions to Applicants
This position is open until filled. First review of applications will begin on Monday, November 28, 2022. For initial consideration, a completed state application must be submitted by that date. The selection committee may determine the need to review additional applications after the initial review as needed.
This is a full time position with state and VCCS benefits. Applicants must apply online by submitting a state application through this site. Applicants must create a user account to apply online. If you are state employee who has been affected by Policy 1.3 Layoff and possess a valid Inter-agency Placement Screening Form (Yellow Card) or a Preferential Hiring Form (Blue Card), you must submit the Card BEFORE the closing date for this position. The Card may be scanned and attached to the application or faxed to (434) 949-0708. Please include your name, the position number and the position title on the fax cover sheet. This website will provide a confirmation of receipt when the application is submitted for consideration. Please refer to your Virginia Jobs/RMS account for the status of your application and the status of this recruitment. For more information about this position or other vacancies within our agency, please visit our website at www.southside.edu/employment or contact Theresa Henderson at 434.949.1089.
SVCC does not discriminate on the basis of race (or traits historically associated with race including hair texture, hair type, and protective hairstyles such as braids, locks, and twists); sex; color; national origin; religion; sexual orientation; gender identity or expression; age; veteran status; political affiliation; disability; genetic information; and pregnancy, childbirth, or related medical conditions in its programs and activities. The following person has been designated to handle inquiries regarding the non-discrimination policies: Shannon Feinman, Vice President of Finance and Administration, 109 Campus Drive, Alberta, VA 23821, 434-949-1005.
Women, minorities, and those with disabilities are encouraged to apply. In compliance with the Americans with Disabilities act (ADA and ADAAA), SVCC will provide, if requested, reasonable accommodation to applicants in need of access to the application, interviewing and selection processes.
In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their Certificate of Disability (COD) provided by a Certified Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: https://www.vadars.org/drs/cpid/PWContact.aspx, or call DARS at 800- 552-5019
This is a full time position with state and VCCS benefits. Applicants must apply online by submitting a state application through this site. Applicants must create a user account to apply online. If you are state employee who has been affected by Policy 1.3 Layoff and possess a valid Inter-agency Placement Screening Form (Yellow Card) or a Preferential Hiring Form (Blue Card), you must submit the Card BEFORE the closing date for this position. The Card may be scanned and attached to the application or faxed to (434) 949-0708. Please include your name, the position number and the position title on the fax cover sheet. This website will provide a confirmation of receipt when the application is submitted for consideration. Please refer to your Virginia Jobs/RMS account for the status of your application and the status of this recruitment. For more information about this position or other vacancies within our agency, please visit our website at www.southside.edu/employment or contact Theresa Henderson at 434.949.1089.
SVCC does not discriminate on the basis of race (or traits historically associated with race including hair texture, hair type, and protective hairstyles such as braids, locks, and twists); sex; color; national origin; religion; sexual orientation; gender identity or expression; age; veteran status; political affiliation; disability; genetic information; and pregnancy, childbirth, or related medical conditions in its programs and activities. The following person has been designated to handle inquiries regarding the non-discrimination policies: Shannon Feinman, Vice President of Finance and Administration, 109 Campus Drive, Alberta, VA 23821, 434-949-1005.
Women, minorities, and those with disabilities are encouraged to apply. In compliance with the Americans with Disabilities act (ADA and ADAAA), SVCC will provide, if requested, reasonable accommodation to applicants in need of access to the application, interviewing and selection processes.
In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their Certificate of Disability (COD) provided by a Certified Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: https://www.vadars.org/drs/cpid/PWContact.aspx, or call DARS at 800- 552-5019
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