"Executive Assistant to the Vice President of Academic and Student Success Services"

Full Job Description

Patrick & Henry Community College is a comprehensive two-year institution committed to student success, lifelong learning, initiating an atmosphere of care via our caring campus model, and enrichment of the quality of life in the region it serves. Serving Martinsville, Henry County, Patrick County, and the southern portion of Franklin County, P&HCC is a comprehensive open-door institution, accredited by the Commission on Colleges of the Southern Association of Colleges and Schools to award the associate degree. Patrick & Henry offers 29 associate degree programs, 12 certificate programs and 38 career studies certificate programs. The college also delivers a variety of nontraditional programs such as customized workforce development training, industry-recognized certifications, developmental and transitional programs, and courses for personal enrichment.

Organizational Objective: P&HCC staff members work with a student population that reflects the diversity of Virginia, with more than 40 percent of current students coming from racially and ethnically diverse backgrounds. This work stands to ensure the economic mobility of all people in our service region. Knowledge and understanding of specific needs of underserved populations and a commitment to helping these individuals attain educational success are critical responsibilities of our institution. P&HCC continuously strives to provide students and staff with a positive environment that is welcoming and encourages connectivity through intentional behaviors that influence our campus culture and eliminates barriers to student success. Caring Campus is a collective effort to make students and employees feel welcome and connected to our college by instilling uplifting behaviors such as wearing name tags, warmly connecting students to necessary personnel, and openly engaging with students.

Purpose of Position: Patrick & Henry Community College is seeking a self-motivated professional and team player to serve as the Executive Assistant to the Vice President for Academic and Student Success Services. This position plans and coordinates the functions of the Vice President for Academic and Student Success Services office, maintaining the confidentiality and integrity of all functions and actions. The individual will exercise initiative and exhibit professional judgment to ensure that matters directed to the VPs office are handled expeditiously within VCCS, P&HCC, and Board policies and procedures. In addition, the individual will maintain and facilitate effective working relationships with students, college administrators, college faculty, staff, and the public in general. Primary duties include office administration, project management, and event coordination.

Responsibilities include:

• Administer informational input of class changes to PeopleSoft, including cancellations, new classes, instructor assignments, and class sizes.
• Accurately advise students and faculty of policies and procedures relative to registration and course schedule changes.
• Troubleshoot PeopleSoft issues and identify resolutions related to class schedules and course information.
• Coordinate Adjunct Services including Development of Adjunct Faculty Contracts for Administrative Approval.
• Manage Coordination of Adjunct Faculty Inservice Activities each semester.
• Oversee Coordination and Maintenance of Complex Adjunct Faculty Spreadsheets.
• Oversee coordination of development of accurate handbooks, academic calendars, and working calendars adhering to policy.
• Receive visitors, incoming calls, etc. in facilitating/providing effective customer service.
• Responsible for incoming and outgoing mail.
• Schedule appointments, handle all necessary travel arrangements, and maintain daily calendar for the Vice President.
• Maintain purchase card log to purchase office supplies as needed.
• Maintain and reconcile office department budget as well as grant budgets as assigned.
• Serve as liaison with Colleges Administrative Council.
• Attend weekly meetings, prepare and maintain minutes.
• Plan and facilitates special projects as requested by the vice president. Work effectively and cooperatively as member of the Special Events Committee.
• Coordinate in service activities for faculty and staff each semester in conjunction with the Presidents office.
• Coordinate procedures on student grievances and grades appeals.
• Assist with planning and coordination of graduation ceremony.
• Participate as member of Curriculum Committee to ensure curriculum changes, new programs, and discontinuance of programs are processed in a timely manner as well as obtain appropriate approvals.

KSA's/Required Qualifications

Minimum Qualifications: Education, training, and/or work experience equivalent to a Bachelors Degree in Management, Business Administration, Administrative Support Technology, or related area that demonstrates the ability to perform the essential functions of the position.

KSAs and/or Competencies required to successfully perform the work

• Ability to understand and apply VCCS and institutional policies and procedures
• Extensive advanced computer application skills including word processing, spreadsheet, presentation, and database software
• Exhibits a high level of interpersonal and organizational skills
• Exceptional written and oral communication skills
• Demonstrates high ethical standards due to level of confidential information handled in job duties
• Ability to prioritize and multi-task assignments and responsibilities effectively
• Ability to perform necessary tasks independently or with minimum supervision