Administrative Assistant to Dean of Dual Enrollment and Early College

Posting Details

Posting Summary

Working Title Administrative Assistant to Dean of Dual Enrollment and Early College Role Title Admin and Office Spec III Role Code 19013-SW FLSA Nonexempt Pay Band 03 Position Number 29700049 Agency Germanna Community College Division Germanna Community College (Div) Work Location Stafford - 179 Hiring Range $56,230-$62,478 Annually, Plus Full State Benefits Emergency/Essential Personnel No EEO Category 6-Administrative Support Full Time or Part Time Full 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

Monday - Friday 8:00 AM - 4:30 PM

Or as scheduled

Sensitive Position No Job Description

Germanna Community College is a public, open access institution of higher education in the Virginia Community College System. The College is a dynamic learning organization that serves as a regional leader and preferred partner where quality learning experiences enable students to participate effectively in the social, economic, political, intellectual, and cultural life of their communities. Germanna Community College is centrally located in Fredericksburg, VA between Washington D.C. and Richmond and between the Blue Ridge mountains and the Chesapeake Bay. Full of history, the area offers a community rich with diversity, the arts, technology, vineyards, hiking, canoeing/kayaking and many other activities.

The Administrative Assistant to the Dean of Dual Enrollment and Early College serves as the principal administrative and operational support for the Dean and is responsible for coordinating the daily operations of the Office of Dual Enrollment and Early College. This position performs advanced administrative, operational, and project coordination duties requiring sound judgment, initiative, discretion, and a comprehensive understanding of college operations.

Working independently under the direction of the Dean, the Administrative Assistant coordinates activities that support Dual Enrollment and Early College programs; facilitates communication among college departments, K-12 school divisions, students, families, and community partners; manages senior-level administrative functions; and assists with planning, implementation, compliance, and reporting for departmental initiatives.

The Administrative Assistant also provides administrative coordination for the college's Carl D. Perkins Career and Technical Education Act (Perkins V) grant, supporting the Dean in the administration, documentation, reporting, and coordination of grant activities.

This position operates in a professional office environment and requires regular interaction with college leadership, faculty, staff, and K-12 partners virtually and in person. Occasional evening hours and travel to school divisions, meetings, events, or other Germanna campus locations will be required.

Essential Duties and Responsibilities

I. Executive and Administrative Support to the Dean (30%)

Provide comprehensive executive-level administrative support to the Dean of Dual Enrollment and Early College.

Responsibilities include:

• Provide direct administrative support to the Dean, including calendar management, meeting coordination, agenda preparation, travel arrangements, and follow-up actions.
• Coordinate meetings with internal and external stakeholders, including school division leaders, college administrators, faculty, and community partners.
• Prepare agendas, meeting materials, minutes, briefing documents, reports, presentations, and official correspondence.
• Coordinate special projects and initiatives on behalf of the Dean.
• Monitor project timelines and follow up on assignments and action items.
• Maintain confidential personnel, student, and operational records.
• Coordinate purchasing, procurement, contracts, travel reimbursements, and departmental expenditures.
• Assist with budget tracking and financial documentation.
• Serve as the first point of contact for the Dean's Office, exercising professionalism, discretion, and excellent customer service.
• Manage coordination with internal college offices (Enrollment Services, Academic Affairs, Institutional Research, Marketing, and Finance) to ensure smooth program operations.
• Research, compile, and organize information to support decision-making, planning, and special initiatives.

II. Office Operations and Program Coordination (35%)

Coordinate the daily operational activities supporting Dual Enrollment and Early College Programs.

Responsibilities include:

• Serve as a primary point of contact for the Office of Dual Enrollment and Early College, responding to inquiries and directing communication appropriately.
• Coordinate administrative processes supporting Dual Enrollment and Early College initiatives.
• Maintain operational calendars and timelines for annual program activities.
• Coordinate student registration and program documentation for Early College.
• Maintain departmental databases, tracking systems, and electronic and physical records.
• Ensure proper records management and retention practices in accordance with college and state requirements.
• Assist with course scheduling, faculty onboarding, and operational logistics.
• Coordinate orientation sessions, information meetings, recognition events, and special programs.
• Monitor departmental workflows and recommend process improvements to increase efficiency and service.
• Support implementation of new initiatives, technologies, and operational improvements.
• Draft, edit, and format correspondence, reports, presentations, and official communications.

III. Partnership Relations, Communications, and Marketing Support (20%)

Support communication and relationship-building efforts that strengthen partnerships and expand awareness of Dual Enrollment and Early College opportunities.

Responsibilities include:

• Serve as an administrative liaison with K-12 school divisions, students, parents, faculty, staff, and community partners.
• Coordinate communications with counselors, principals, division administrators, faculty, and college departments.
• Draft, edit, and distribute newsletters, announcements, presentations, marketing materials, and other communications.
• Assist with updates to departmental webpages and digital communication platforms.
• Coordinate recruitment events, information sessions, advisory meetings, and community outreach activities.
• Support development and distribution of promotional materials consistent with institutional branding standards.
• Assist in maintaining positive relationships with external partners through timely communication and exceptional customer service.
• Coordinate logistics for partnership meetings, advisory committees, and professional development events.

IV. Carl D. Perkins V Grant Administration Support (15%)

Provide administrative and operational support for activities related to the Carl D. Perkins Career and Technical Education Act (Perkins V) grant.

Responsibilities include:

• Coordinate administrative activities supporting implementation of the Perkins V grant.
• Maintain grant files, documentation, records, and supporting materials.
• Assist with preparation, organization, and submission of required grant reports and supporting documentation.
• Track grant timelines, deliverables, expenditures, and compliance requirements.
• Coordinate meetings, communications, and documentation involving internal and external Perkins stakeholders.
• Assist with procurement, purchasing, and budget reconciliation for grant-funded activities.
• Support collection, organization, and maintenance of data used for grant evaluation and reporting.
• Coordinate logistics for Perkins-funded professional development, meetings, and student activities.
• Ensure documentation is maintained in accordance with federal, state, VCCS, and college requirements.

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

• Three or more years of progressively responsible administrative support experience, preferably in higher education, K-12 education, or a complex organizational environment.
• Demonstrated ability to support senior-level administrators in a fast-paced environment with a high level of professionalism, customer service, confidentiality, and astute problem-solving skills.
• Strong organizational, time management, and attention-to-detail skills.
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint), technological tools, database management, and the ability to learn institutional systems quickly.
• Excellent written and verbal communication skills.
• Experience coordinating multiple complex priorities simultaneously with minimal supervision.
• Experience with event coordination.
• Demonstrated ability to establish productive working relationships with college leadership, staff, faculty, and community partners.
• Experience with grant management or financial tracking.

Additional Considerations

• Experience supporting academic programs, student services, or dual enrollment/early college initiatives.
• Familiarity with higher education administrative processes and compliance documentation.
• Experience in a Dual Enrollment or Early College environment.
• Experience with Virginia's eVA purchasing system.

Operation of a State Vehicle No Supervises Employees No Required Travel

Travel between campuses will be required.

Posting Detail Information

Posting Number CLS_4627P Recruitment Type Agency Employee Only - E Number of Vacancies 1 Position End Date (if temporary) Job Open Date 08/04/2026 Job Close Date 08/09/2026 Open Until Filled Agency Website https://germanna.edu/ Contact Name Joshua Cave Email jcave@germanna.edu Phone Number Special Instructions to Applicants

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: https://www.dars.virginia.gov/drs/cpid/PWContact.aspx or call DARS at 800-552-5019, or DBVI at 800-622-2155

Additional Information

Please Note: This position is open to current Germanna Community College employees only.

Background Check Statement Disclaimer

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/

EEO Statement

The Virginia Community College System (VCCS) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, political affiliation, veteran status, sexual orientation, gender identity or other non-merit factors.

ADA Statement

The Virginia Community College System (VCCS) is an Equal Employment Opportunity employer and complies with the Americans with Disabilities Acts (ADA and ADAAA), to provide, reasonable accommodation to applicants in need of access to the application, interviewing, and selection processes when requested.

E-Verify Statement

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.

Quicklink for Posting https://jobs.vccs.edu/postings/99402

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • Are you a current Germanna employee? (This position is only open to current GCC employees. If you are not a current GCC employee, your application will not be considered.)

• Yes

• No

• • I understand that this position is located in Virginia and I must reside within a reasonable commuting distance or be willing to relocate to ensure consistent, reliable attendance.

• Yes

• No

• • This position is primarily based at the Stafford County Center and requires regular travel between Germanna Community College campuses and other college locations. Are you able and willing to travel as needed to fulfill the responsibilities of this role?

• Yes

• No

Applicant Documents

Required Documents

• Resume
• Cover Letter/Letter of Application

Optional Documents

• Unofficial Transcripts
• Alternative Hiring Process Letter
• SF-50 (Documentation of involuntary separation from Federal Agency)