Sr. Administrative Assistant

Reynolds is one of the largest community colleges in Virginia and serves Virginia’s capital city and five nearby counties. Annually, our four campus sites serve approximately 13,000 credit students and provide training for 7,400 students through the Community College Workforce Alliance. Reynolds is committed to hiring and retaining a racially diverse, culturally competent staff at all levels of the organization who reflect the demographics of our students. We also believe in providing an ongoing investment in our faculty and staff to deepen their skills and competencies to serve the full range of our student population. 
The Senior Academic Administrative Coordinator oversees all administrative and operational functions for the Vice President of Academic Affairs through planning, coordinating, collaborating, and completing a wide-range of assignments related to Academic Affairs as well as managing special projects. This position is the primary point of contact for students and families and provides exceptional customer service to all college customers. This position will manage the VPAA’s calendar, coordinate and schedule meetings, manage department budgets, maintain office files and systems, support the curriculum committee, and generate reports. Many of the duties of this position must be carried out independently with limited guidance to ensure the Office of the VPAA operates efficiently, effectively, and in the best interest of students and the college.
This roles core responsibilities will include:
• Independently or with minimal supervision, oversees office procedures to guides day-to-day administrative support operations.
• Structures the work environment and provides direction to ensure effectiveness of routine office support activities, such as flow of mail and general correspondence, management of calendars, travel request and reimbursement paperwork, purchase requisitions, answering incoming telephone calls, etc.
• Resolves issues concerning routine day-to-day office support and makes recommendations for improvement, as appropriate.
• Works closely, thoroughly, and professional with division, campus and external stakeholders regarding matters of the office, faculty, students, or VPAA.
• Manages and maintains VPAA’s calendar to ensure accurate and current coordination of office and staff activities; Provides reminders to the VPAA of upcoming deadlines.
• Prepares correspondence, documents, and reports according to office and college standards with no more than three errors during the evaluation period.
• Organizes and maintains or oversees the maintenance of accurate, easily accessible electronic and paper office files (when necessary) for courses, academic programs, articulation agreements, and other information. Sets up new program files within seven days of receipt of new program proposal.
• Oversees and performs maintenance of a current and accurate office file plan (electronic and hard copy, if needed) to meet a range of external and internal records management policies and requirements; Develops and maintains (or supervises the maintenance of) the VPAA Office SharePoint and Microsoft Teams site.
• Proficiently uses SIS, AIS, Canvas, eVA, Chrome River, and Zoom and provides support to office staff on those tools, as needed.
• Independently manages incoming and outgoing correspondence on a daily basis to include opening and distributing the mail and following up on items that need action and/or review.

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.

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/

The Virginia Community College System, an EEO employer, welcomes applications from people of all backgrounds and recognizes the benefits of a diverse workforce. Therefore, the VCCS is committed to providing a work environment free of discrimination and harassment. Employment decisions are based on business needs, job requirements and individual qualifications. We prohibit discrimination and harassment on the basis of race, color, religion, sex, national origin, age, sexual orientation, mental or physical disabilities, political affiliation, veteran status, gender identity, or other non-merit factors.

The VCCS is an EOE and Affirmative Action Employer. In compliance with the Americans with Disabilities Acts (ADA and ADAAA), VCCS will provide, if requested, reasonable accommodation to applicants in need of access to the application, interviewing and selection processes.

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.