Administrative Assistant

Administrative Assistant

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: or call DARS at View phone number on click.appcast.io, or DBVI at View phone number on click.appcast.io

Posting Details

Working Title - Administrative Assistant

Role Code

FLSA - Nonexempt

Pay Band

Position Number - 282W0408

Agency - Piedmont Virginia Community College

Division - Piedmont Virginia Community College (Div)

Work Location - Charlottesville - 540

Hiring Range - $20.00 - $25.00 per hour, depending on experience

Emergency/Essential Personnel - No

EEO Category - 6-Administrative Support

Full Time or Part Time - Part 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 - Flexibility to work 29 hours weekly within the hours of 8:00 a.m. to 5:00 p.m. Monday-Friday. This is a part-time position providing services in-person for students at college and community locations.

Sensitive Position - No

Job Description

Position Description – Administrative Assistant Piedmont Virginia Community College (PVCC) is a public, open access institution of higher education in the Virginia Community College System whose main campus is located in Charlottesville, Virginia. This is home to the Charlottesville Historic Downtown Mall, The Jefferson School African American Heritage Center, and the John Paul Jones Arena (JPJ). As a comprehensive community college, the College provides quality, accessible, and affordable educational opportunities for the residents of the City of Charlottesville and the counties of Albemarle, Buckingham, Fluvanna, Greene, Louisa, and Nelson. For more information, please visit: pvcc.eduPVCCis known throughout the community and the Virginia Community College System for its exceptional faculty and staff, the quality of its programs and services, and the success of its students.PVCCseeks to attract, welcome, and retain individuals who reflect the communities we serve.Position Title: Administrative AssistantDepartment: Institutional Advancement and DevelopmentEmployment type: part-time, non-benefitted, 29 hours or less per weekPosition Purpose:Provides direct overall support to the Vice President of Advancement and External Affairs (VPAEA) and members of theAEADivision. Specifically responsible for serving as the initial interface between the Vice President and the internal and external community; routinely interacting with multiple constituencies including campus partners, donors, and governance (College Advisory and Educational Foundation Boards); providing comprehensive administrative support through the planning and managing of meetings and events, calendar management, document preparation, and responding to inquiries; and independently managing specific projects and processes as assigned.Duties and Responsibilities:Receive inquiries from faculty, staff, donors, and community members and respond to these inquiries in a timely, professional, and positive manner.Utilize software applications (Raiser's Edge, Financial Edge, AwardSpring, and the College's otherCRMsolutions) to support advancement activities including but not limited to data entry, analysis, and reporting.Develop and maintain administrative systems within the office such as:Coordinating an effective acknowledgement and stewardship process for donors through letters, telephone, email, and database managementCoordinating an effective scholarship awards management and recognition activitiesMaintaining the division calendar.Coordinating logistics and documentation for Educational Foundation Board and Committee meetings.Accurate and timely processing and reporting of all donations received.Reviewing and/or preparing and processing paperwork and/or electronic requests which may include purchase requisitions, travel, expense reimbursements, budget transfers, and other actions.Coordinating and assisting in the preparation and monitoring/tracking of the division's budgets, grants, initiatives and/or funding sources as assigned. Analyzes financial reports, constraints and timelines; prepares requests for fund transfers. Handles or assists with financial transactions and control procedures. Processes expenditures, purchases, budget transfers and other actions. Develops and analyzes financial reports and maintains selected fiscal records.Write, proofread, edit and send correspondence, including but not limited to: fund agreements, addendums, donor letters and gift proposals.Maintain pertinent documentation and records required byPVCCand the Educational Foundation.Plan, coordinate, and manage fundraising, special events, and programs.Provide administrative support to the division as needed with a positive attitude.Perform additional duties as assigned.

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 - Experience handling confidential, sensitive, or personally identifiable information in a professional setting.Demonstrated experience managing multiple assignments, projects, or deadlines simultaneously with limited supervision.Demonstrated experience providing administrative support in a professional office environment, including calendar management, scheduling meetings, preparing correspondence, maintaining records, and responding to inquiries.Experience preparing, proofreading, and editing business correspondence or other professional documents for accuracy, grammar, formatting, and completeness.Experience providing customer service and communicating professionally with individuals from a variety of internal and external constituencies.Demonstrated experience using Microsoft Excel to enter, organize, manipulate, and/or report data, including use of formulas, sorting, filtering, or similar functions.Ability to communicate effectively orally and in writing, as demonstrated through application materials and the selection process.

Additional Considerations - Experience providing administrative support within a fundraising and development environment.Experience using Raiser's Edge, Financial Edge, AwardSpring or similar fundraising and developmentCRMsoftware.

Operation of a State Vehicle - No

Supervises Employees - No

Required Travel - college service area

Posting Detail Information

Posting Number - WGE_3478P

Recruitment Type - General Public - G

Number of Vacancies - 1

Position End Date (if temporary)

Job Open Date - 09/25/2026

Job Close Date - 10/16/2026

Open Until Filled

Agency Website - pvcc.edu

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

1. Resume
2. Cover Letter/Letter of Application

Optional Documents

1. Unofficial Transcripts
2. Alternative Hiring Process Letter