Institutional Projects and Operations Analyst

Institutional Projects and Operations Analyst

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Please see Special Instructions for more details.

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

Posting Details

 Posting Summary 

Working Title  | Institutional Projects and Operations Analyst
Role Title  | Gen Admin Supv I/Coord I
Role Code  | 19221-SW
FLSA  | Nonexempt
Pay Band  | 04
Position Number  | 29700041
Agency  | Germanna Community College
Division  | Germanna Community College (Div)
Work Location  | Spotsylvania - 177
Hiring Range  | $59,189-$65,766 Annually Plus Full State Benefits
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-  |
Does this position have a bilingual or multilingual skill requirement or preference?  |
Work Schedule  | Monday-Friday:
8:00am-4:30PM
Or as Scheduled.
Sensitive Position  | No

Job Description   
Germanna Community College is a two-year public institution of higher education in the Virginia Community College System. As a comprehensive community college, Germanna provides quality, accessible, and affordable educational opportunities for the residents of the City of Fredericksburg and the counties of Caroline, Culpeper, King George, Madison, Orange, Spotsylvania and Stafford.

The Institutional Projects and Operations Analyst provides college-wide project management, analytical, administrative, and operational support to advance institutional priorities and the work of the Finance and Operations division. Reporting administratively to the Vice President of Finance and Operations, the position coordinates assigned projects and initiatives, serves as the division purchaser, develops systems for monitoring deadlines and deliverables, prepares reports and decision-support tools, and supports cross-functional work involving multiple divisions, departments, campuses, and external partners. For projects led by another division, the position works under the functional direction of the designated executive sponsor or project lead while remaining administratively assigned to Finance and Operations.The position is expected to independently manage assigned work from initiation through completion, anticipate needs, identify and resolve issues, and ensure appropriate follow-through. The role requires sound judgment, strong project management and analytical skills, initiative, discretion, attention to detail, and the ability to coordinate work across diverse stakeholders without direct supervisory authority.

Major Duties and Responsibilities:
Institutional Project Management:
Plan and coordinate assigned college-wide and divisional projects from initiation through completion, including objectives, timelines, milestones, responsibilities, risks, dependencies, and deliverables. Develop and maintain project plans, status reports, dashboards, action-item logs, and other tools needed to monitor progress and support accountability. Coordinate cross-functional project teams and communication among executive leadership, divisions, departments, campuses, and external partners. Monitor progress, follow up with responsible parties, identify barriers or emerging risks, recommend appropriate actions, and elevate matters requiring leadership attention. Prepare project-related agendas, briefing materials, presentations, executive summaries, and other documentation, and maintain organized records to support continuity, accountability, and institutional knowledge.

Priority, Deadline, and Deliverable Management:

Track significant institutional and Finance and Operations priorities, deadlines, recurring responsibilities, reporting requirements, and deliverables. Maintain and improve systems for monitoring progress, upcoming requirements, dependencies, and outstanding assignments. Proactively follow up with responsible parties and provide leadership with timely, accurate status information. Identify potential delays, competing priorities, or unresolved issues and elevate matters requiring leadership attention.

Analytical and Decision Support:

Develop and maintain Excel-based reports, trackers, dashboards, models, and other analytical tools to support planning, monitoring, and decision-making. Compile, organize, validate, and analyze financial, operational, project, and program data from multiple sources. Prepare summaries, trend analyses, comparisons, recommendations, and other management reports for leadership review. Support budget monitoring, forecasting, operational analysis, and other decision-support needs, ensuring information is accurate, timely, and clearly communicated.

Finance and Operations Coordination:

Provide project, analytical, and operational support to the Vice President of Finance and Operations and the functions within the division. Coordinate divisional initiatives involving Business Services, Human Resources, Facilities, Information Technology, College Police, and other areas within the Vice President’s scope. Gather and synthesize information across functional areas, identify dependencies or unresolved issues, and prepare consolidated reports, briefing materials, and recommendations. Support implementation and follow-up of divisional priorities, operational changes, and special initiatives requiring coordination across multiple units. Serve as a point of coordination when projects or operational matters require participation from multiple Finance and Operations units or other College divisions.

Finance and Operations Support:

 Provide administrative, analytical, and project support to the Vice President of Finance and Operations and assigned Finance and Operations initiatives. Serve as the primary buyer for Finance and Operations and prepare and process purchase requisitions in accordance with institutional policies and established budgets. Track purchase orders, invoices, contracts, and related documentation and maintain accurate procurement records. Coordinate the Vice President’s calendar, meetings, site visits, travel, and related logistics; identify scheduling conflicts and seek direction when meeting changes, declines, or recurring invitations require judgment. Prepare travel documentation, expense reimbursements, briefing materials, and other administrative support needed for the Vice President’s meetings, travel, and commitments.

 Records Management and Digital Organization:

 Develop and maintain organized digital filing and information-management systems for institutional projects, Finance and Operations, procurement, and other assigned areas. Ensure appropriate retention, storage, retrieval, and disposition of electronic records in accordance with institutional and Commonwealth requirements. Maintain consistent file structures, naming conventions, version control, and document-management practices to support continuity, accessibility, and audit readiness. Facilitate timely retrieval of records and documentation for audits, management inquiries, operational needs, and other institutional purposes.

Process Improvement and College-wide Coordination:

Identify and recommend improvements to administrative, financial, operational, and project-management processes. Develop tools, templates, workflows, procedures, and documentation that improve efficiency, accountability, consistency, and information quality. Support implementation of new systems, procedures, technologies, and operational improvements across divisions and campuses. Work collaboratively with College leaders, employees, vendors, and external partners to resolve operational issues and advance assigned initiatives.

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  | Demonstrated experience in project coordination, administrative analysis, operations, finance, institutional support, or a related field. Experience coordinating projects or initiatives involving multiple stakeholders, deliverables, and competing deadlines. Experience analyzing information, developing reports, and supporting management decision-making. Experience with Commonwealth of Virginia procurement practices and systems. Strong project management and organizational skills, including the ability to plan work, monitor milestones, identify risks, and drive deliverables to completion. Strong analytical and critical-thinking skills, with demonstrated proficiency in Excel and the ability to develop reports, dashboards, and decision-support tools. Ability to independently take an assignment or objective, determine the steps necessary for completion, coordinate stakeholders, and follow the work through to completion. Ability to manage multiple competing priorities with accuracy, sound judgment, discretion, and attention to detail. Ability to coordinate work and obtain timely results across multiple stakeholders without direct supervisory authority. Strong written and verbal communication skills, including the ability to prepare clear executive-level reports, presentations, and briefing materials. Ability to maintain organized digital records and handle sensitive and confidential information appropriately. Strong initiative, accountability, dependability, and follow-through.
Additional Considerations  | Experience with eVA procurement system Experience in higher education, the public sector, or another complex organization.
Operation of a State Vehicle  | No
Supervises Employees  | No
Required Travel  | Travel between campuses will be required.

Please Note: Regular travel between the Fredericksburg Area Campus and Locust Grove Campus is required to support operational and departmental needs

 Posting Detail Information 

Posting Number  | CLS_4691P
Recruitment Type  | General Public - G
Number of Vacancies  | 1
Position End Date (if temporary)  |
Job Open Date  | 08/27/2026
Job Close Date  | 09/10/2026
Open Until Filled  |
Agency Website  | https://germanna.edu/
Contact Name  | Joshua Cave
Email  | [email protected]
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
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/100427

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