Job description
The Executive Administrative Assistant is responsible for organizing, coordinating and performing a variety of duties in support of the Office of the Associate Vice Chancellor for Information Technology Services. The Executive Administrative Assistant keeps all operations running smoothly within a fast-paced environment where priorities and timelines can change quickly; and coordinates meetings, projects, travel, activities, inquiries, and replies for the Information Technology Services department.
- providing assistance to the members of the management team and ITS staff as needed
- receiving and screening telephone calls and visitors
- maintaining a complex calendar for meetings and appointments
- managing all travel arrangements for the Associate Vice Chancellor
- reviewing correspondence and preparing draft replies and referrals.
In addition, the position may be assigned special projects involving research or analysis in support of ITS department efforts.
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.
A combination of relevant education and experience that provide the required level of knowledge, skills and ability to successfully perform the functions of the job requirements. Experience with Windows and Microsoft Office applications, particularly Outlook, Word, PowerPoint and Excel. Experience with the use of scheduling software.
Knowledge, Skills, Abilities
- knowledge of the eVA purchasing system to include classifications and invoice coding, as well as State guidelines and regulations
- knowledge of State regulations pertaining to travel and reimbursements
- knowledge of general terminology of finance and accounting
- knowledgeable of budget and accounting concepts, practices and processes to include invoicing and accounting record maintenance
- knowledge of basic technology terms and concepts
- excellent communication skills, both verbal and written
- skilled in gathering information, conducting research and preparing reports
- ability to learn and apply new things when and where appropriate
- ability to multi-task
- ability to take and record meeting notes and minutes
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.
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