Administrative Assistant

Administrative Assistant to the VP of Instruction and Student DevelopmentWytheville Community College is seeking a candidate to provide administrative support to the Office of the Vice President of Instruction and Student Development. Purpose Provide advanced administrative support to the Office of the Vice President of Instruction and Student Development to ensure effective office operations, communication, and coordination of academic and student services functions. The position coordinates communications, records, scheduling, and sensitive materials; exercises independent judgment in the performance of complex administrative duties; maintains a high level of confidentiality; and supports collaboration across academic and student services areas while serving as a primary point of contact with senior leadership, faculty, staff, students, and external stakeholders.Some of the job responsibilities include but are not limited to the following: Ensures efficient administrative operations and timely flow of information; Supports coordination and collaboration across academic and student services units; and Maintains accurate records, schedules, and material in accordance with college policies, with a high level of confidentiality. Provide comprehensive administrative and operational support to the Office of the Vice President of Instruction and Student Development and the Dean of Student Services and Academic Development. Coordinate office communications, scheduling, records management, and meeting logistics across both Instruction and Student Services functions. Coordinates meetings and events; Prepares agendas, minutes, correspondence, and reports; Organizes documentation for institutional reporting, special projects, and accreditation-related activities; Serves as primary point of contact for visitors, faculty, staff, students, and external partners, ensuring professional, responsive, and service-oriented communication; Prepares and processes purchasing documentation, including requisitions and purchase orders, and maintain related records in compliance with college procedures; Maintains accurate budget and procurement records, including budget tracking, purchasing documentation, travel arrangements, and reconciliation of expense reports in accordance with college and VCCS policies and procedures; Exercises independent judgment and discretion in handling confidential student, personnel, financial, and institutional information; and Provide cross-functional administrative support to Student Services operations and offers occasional front desk coverage as needed to ensure continuity of service. Provide administrative support and backup coverage for the Office of the President as needed, including telephone coverage, scheduling assistance, records maintenance, and professional office coordination. Collaborate closely with the President's administrative assistant to ensure continuity of executive office operations and effective communication. Assists with major institutional functions and special projects, including faculty and staff in-service events, commencement activities, local Board meetings, and other executive meetings; and Assists with scheduling, documentation, communications, and event preparation to support successful implementation of college-wide initiatives. Provide administrative support for the development and annual updates to the college academic calendar and maintenance of the college catalog. Track deadlines; compile and organize content revisions from academic departments and administrative offices; and prepare documentation to support timely review, approval, and communication in accordance with college and VCCS policies and procedures. Maintains accurate and secure adjunct faculty records, including personnel files and database information, in compliance with confidentiality and record retention requirements; Processes documentation and updates to support academic staffing needs; Provides administrative support for faculty professional development and recognition activities, including processing educational assistance requests, preparing correspondence, assisting with awards and recognition processes, and maintaining related records and documentation in coordination with the Vice President of Instruction and Student Development.This position will report directly to the Vice President of Instruction and Student Development.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 - Knowledge of administrative support practices; institutional policies, procedures, and confidentiality standards; and records coordination processes; Skilled in advanced use of office productivity software, electronic scheduling and record systems, and coordination of calendars, meetings, communications, and documentation; Ability to communicate effectively with diverse population; Exercise independent judgment and maintain a high level of confidentiality; Manage multiple priorities and deadlines and collaborate across academic and administrative units; and Experience and/or education equivalent to an associate's degree in business administration, office administration, or a related field.Additional Considerations - Experience in a higher education environment; Experience utilizing enterprise administrative systems such as student information systems, advising or student success platforms, and related administrative databases; and Knowledge of VCCS and state of Virginia policies and procedures.Operation of a State Vehicle - YesSupervises Employees - NoRequired Travel - May be required to travel for training and to other WCC off-site locations.