Admin and Office Spec III

Admin and Office Spec III

Please see Special Instructions for more details.

For first consideration for the position, ALL required application materials must be received by 5:00 pm August 4, 2025. Application: Submit cover letter, resume and complete the employment application online through the VCCS Career Portal. Applications will only be accepted online. Submit all attachments with online application. Persons with disabilities requiring assistance should contact 276-739-2425. It is the applicant’s sole responsibility to ensure that all required documentation is received. Incomplete on-line applications or other materials submitted via e-mail, postal mail, fax or in-person will not be considered.

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

Working Title  | Admin and Office Spec III
Role Title  | Administrative and Office Specialist III
Role Code  | 19013-SW
FLSA  | Nonexempt
Pay Band  | 3
Position Number  | 29600036
Agency  | Virginia Highlands Community College
Division  | Virginia Highlands Community College (Div)
Work Location  | Washington - 191
Hiring Range  | Starting salary $35,000 commensurate on experience and education
Emergency/Essential Personnel  | No
EEO Category  | F-Admin Supp
Full Time or Part Time  | Full Time
Does this position have telework options? -Telework options are subject to change based on business needs-  | Yes
Does this position have a bilingual or multilingual skill requirement or preference?  | No
Work Schedule  | Monday-Friday 8:00AM – 5:00PM
Sensitive Position  | No
Job Description  |
Virginia Highlands Community College serves our community by providing quality and affordable education, training, and cultural activities through an array of flexible, diverse programs that enable community members to succeed today and in the future.

Virginia Highlands Community College (VHCC) is seeking an Administrative Assistant/Office Manager for the School of Arts and Sciences (A&S). This teammate promotes the mission of the College and provides support to the dean, assistant dean, faculty, students, staff, outside agencies, and stakeholders.

The successful candidate will demonstrate the following characteristics:Maintain high level of confidentiality and ethics in performance of all job duties. Communicate productively with students, faculty, and other staff and administrators to facilitate the well-organized functioning of the School. Employ efficient use of computer skills in the operation and application of all Microsoft Office Suite programs as well as PeopleSoft (Student Information System-SIS) and eVA (Virginia eProcurement Management). Employ frontline decision-making skills when responding to requests for information and interpreting Virginia Community College System (VCCS) and VHCC documents, policies, and procedures. Work independently and as a team member prioritizing tasks and employing problem-solving measures. Trouble-shoot and correct minor problems with automated office equipment.

Duties would include:
Cost Center Liaison:
In coordination with the dean, individually resolve purchasing issues that arise in managing Arts and Sciences departmental budgets. These duties include: Assist faculty with submitting travel estimates and reimbursements through Chrome River, request for state car, travel expense reimbursement voucher and maintaining detailed financial records as required by the VHCC Business Office. Provide guidance as the Cost Center Liaison to A & S faculty and staff and Arts Array program coordinators concerning policies and procedures for submitting purchase requests and obtaining quotes from vendors. Prepare purchase requests for supplies, parts, equipment, and chemicals through VCCS Shared Services. Checking with internal and external agencies and creditors to verify product specifications and pricing including shipping and handling charges. Determining mode of payment and obtaining federal identification numbers. Determining adequate funds before requesting orders. Placing orders electronically through the eVA Purchasing System. Prepare follow-up documentation through VCCS eVA Shared Services (i.e., vouchers, receiving reports). Reconciling credit card statements and submitting copies to the VHCC Business Office including purchase order log and statement cover sheet.
 
School of Arts and Sciences Enrollment Management: In coordination with the dean, individually provide guidance to faculty, staff, and students in the areas of scheduling classes, advising and counseling referrals, and sources of tutoring. Enter and maintain class schedules for the School of Arts and Sciences in the PeopleSoft (SIS) system. This includes setting up class schedules, determining facilities, managing room conflicts, maintaining people data by adding and updating instructors, completing the instructor/advisor table, adding class notes, updating class associations, adding class sections, printing the instructor schedule, and printing the schedule of classes for each semester. Dynamically dating those classes offered out of sequence during a semester, and updating the schedule with any change (room, time, instructor, cancellations, etc.) and/or additions during the semester. Schedule A&S dual enrollment sections Process adjunct faculty contracts – records management; coordination between VPs administrative assistant, HR manager, dean, assistant dean, and adjunct faculty.

School of Arts and Sciences General Duties:
 Greet visitors to office, answer telephone and take messages for dean, assistant to the dean, full-time and adjunct faculty. Send messages by e-mail and/or put in mailboxes. Assist the public, prospective students, current students, and staff either in person, by e-mail, or by phone concerning their inquiries regarding classes, instructor’s schedules, etc. Also e-mail and mail information such as class schedules and catalogs. Give directions to the public and students, both in person, by e-mail, or phone; help students with registration, add-drop forms, etc. With content information only from the dean, assistant to the dean, and faculty, independently prepare class schedules, schedule conference room, order and set up refreshments for meetings, and prepare forms to inform others and to resolve issues required in efficiently managing the School’s business. Sort and distribute mail, make copies, answer phone inquiries, and provide information and guidance to students and visitors. Work with outside agencies and persons to facilitate the School’s academic and vocational functions and programs. Coordinate room utilization requests.

Record Management:
Assist faculty to prepare and maintain College and Virginia Community College System (VCCS) system files, classroom schedules, purchase orders, travel expense files, and a college catalog library. Maintain all book orders for the School and contact publishers and vendors for desk copies, etc., as requested. Prepare and maintain a complete set of adjunct faculty personnel files for the school-transitioning these to electronic files moving forward. Develop a semester-by-semester record of adjunct faculty credits and pay rates. Maintain all course record files and verify that each contains a syllabus.
Research and Assessment:
Assist in the preparation of reports and presentations at the request of School members using Word, Excel, Publisher, and other appropriate software.
External Agencies:Provide administrative assistance in managing the programs and functions of groups or events managed or sponsored by the School of Arts and Sciences, including, but not limited to: Contacting outside partners and institutions to organize meetings, facilities, equipment, food, and lodging for each function. Preparing minutes of all meetings and preparing follow-up reports. Generating reports and contacting all support or consulting personnel required to complete reports.

Institutional Effectiveness:
Participate in institutional effectiveness activities and processes in the School of Art and Sciences including, but not limited to: Performance of normal assigned duties and special projects; data gathering, reviewing and reporting; departmental and college-wide surveys; and related workshops/seminars. Assist the dean and the faculty, as assigned, in developing, implementing and evaluating appropriate institutional/departmental effectiveness activities.

Other duties as assigned Perform any other duties as assigned. Assist the agency or state government as needed in the event of an emergency.

This is not a remote position.
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  | Associate degree in Administrative Support Technology or an equivalent degree and/or equivalent experience
Excellent computer skills including word processing, spreadsheets, and general use of computer and computer-based systems
Excellent communication and other relevant interpersonal skills necessary to work with a variety of individuals, organizations, and populations
Effective organizational, critical-thinking, problem-solving, and time-management skills

Additional Considerations  | Previous successful experience using PeopleSoft (SIS)
Previous successful experience using eVA Virginia’s eProcurement Marketplace
Previous successful experience in a higher education office setting

Operation of a State Vehicle  | Yes
Supervises Employees  | No
Required Travel  | Minimal

 Posting Detail Information 

Posting Number  | CLS_3892P
Recruitment Type  | General Public - G
Number of Vacancies  | 1
Position End Date (if temporary)  |
Job Open Date  | 07/21/2025
Job Close Date  | 08/11/2025
Open Until Filled  |
Agency Website  | www.vhcc.edu
Contact Name  | Human Resources
Email  | tvanburen@vhcc.edu
Phone Number  | 276-739-2425
Special Instructions to Applicants  | For first consideration for the position, ALL required application materials must be received by 5:00 pm August 4, 2025. Application: Submit cover letter, resume and complete the employment application online through the VCCS Career Portal. Applications will only be accepted online. Submit all attachments with online application. Persons with disabilities requiring assistance should contact 276-739-2425. It is the applicant’s sole responsibility to ensure that all required documentation is received. Incomplete on-line applications or other materials submitted via e-mail, postal mail, fax or in-person will not be considered.

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

Additional Information  |
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/86987

Supplemental Questions

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