Executive Administrative Assistant
Virginia’s Community Colleges
Roanoke, VA
Full-time
Education
Posted on November 30, 2022
Virginia’s community colleges have a 50-year track record of educational excellence and innovation to serve the needs of our citizens and strengthen the Commonwealth’s economy. When Virginia’s General Assembly established the Virginia Community College System in 1966, the need for a comprehensive system was well known. Over the two decades after the end of World War II, leaders in government, business, professional sectors, and academia had called for a new approach to providing educational opportunities. A key concern was Virginia’s ability to develop a skilled and knowledgeable workforce to expand the state’s economy. Today our community colleges allow every Virginian to gain a quality education. With 23 colleges on 40 campuses located throughout the state, Virginia’s Community Colleges are committed to serving Virginia families, helping them acquire the knowledge and skills to seize the opportunities of today and tomorrow.
The Executive Administrative Assistant is responsible for facilitating the efficient and effective operations of the office of the Senior Vice Chancellor for Academic and Workforce Programs. The ideal candidate will demonstrate the ability to exercise discretion and independent judgment in the efficient management of an executive office in support of the governance responsibilities of the Senior Vice Chancellor.
The Executive Administrative Assistant is responsible for facilitating the efficient and effective operations of the office of the Senior Vice Chancellor for Academic and Workforce Programs. The ideal candidate will demonstrate the ability to exercise discretion and independent judgment in the efficient management of an executive office in support of the governance responsibilities of the Senior Vice Chancellor.
PRIMARY DUTIES
- Supports the Senior Vice Chancellor’s governance responsibilities; manages the office’s daily operations; manages the workflow of the office, including travel, calendars, and related operations; coordinates the administration and logistics of event planning and management; and manages special projects
- Manages the calendar and itinerary of the Senior Vice Chancellor and uses judgement to prioritize meetings with the Chancellor, the Office of the Governor, the State Council of Higher Education for Virginia, or the General Assembly
- Monitors and tracks calendars of the Senior Vice Chancellor’s Direct Reports and schedules standing meetings
- Schedules regular meetings and with VCCS chief academic, student development, and workforce officers
- Drafts the outline of documents for governance groups such as the Academic and Student Affairs Council, Advisory Council of Presidents, and State Board. Edits agenda items, and coordinates the completion of Board materials by senior staff; prepares, formats, and posts correspondence and Board and governance documents for the Senior Vice Chancellor
- Prepares agendas and supporting documentation for governance meetings; serves as recording secretary and prepares minutes for governance meetings and other committees as requested
- Assists the Vice Chancellor with the development and preparation of reports, proposals, briefings, and presentations
- Assists with the coordination and completion of common work documents produced by the Senior Vice Chancellor and her direct reports
- Manages department’s budgets, purchases, and financial matters; coordinates purchasing with Shared Services Center; ensures that invoices are paid in a timely manner; assists with procurement of goods and services for the division
- Supports the Senior Vice Chancellor’s work with the Associate and Assistant Vice Chancellors and other senior staff to ensure that system office operations are handled in a timely and appropriate manner
- Takes meeting notes for the Senior Vice Chancellor
- Continuously searches for opportunities, technologies, practices, and systems that improve operations
- Ensures that the VCCS Policy Manual is kept up to date, as well as rosters, schedules, catalogs, online portals, and email address groups
- Coordinates travel arrangements for the Senior Vice Chancellor including appropriate authorizations of travel, reimbursement of expenses, and development of itineraries