Title: Administrative Assistant to the Directors of Financial Aid and Enrollment Services
Agency: Germanna Community College
Location: Spotsylvania - 177
FLSA: Nonexempt
Hiring Range: $56,230-$62,478 Annually, Plus Full State Benefits
Full Time or Part Time: Full Time
Additional Detail
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 Germanna 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.
Germanna Community College is seeking a highly organized, resourceful, and service-oriented Administrative Assistant to provide comprehensive administrative and operational support to Enrollment Services and Financial Aid at the Fredericksburg Area Campus. The successful candidate will initially provide direct support to the Director of Enrollment Services and the Director of Financial Aid and will serve as a key administrative partner in supporting departmental and divisional operations.
This position requires a high degree of professionalism, discretion, initiative, sound judgment, and attention to detail. The successful candidate must be able to manage competing priorities, anticipate administrative needs, work independently, and interact professionally with students, faculty, staff, college leadership, community partners, and other stakeholders.
Major Duties & Responsibilities include:
- Managing calendars, scheduling meetings, and coordinating appointments involving multiple internal and external stakeholders.
- Preparing agendas, meeting materials, presentations, correspondence, reports, and meeting minutes with a high degree of accuracy and professionalism.
- Tracking action items, deadlines, projects, and commitments and proactively following up with appropriate individuals to support timely completion.
- Coordinating travel arrangements and processing travel requests and reimbursements.
- Submitting and tracking purchasing requests through eVA and assisting with procurement processes.
- Monitoring departmental budgets and expenditures, maintaining accurate financial records, and assisting leadership with budget tracking and reporting.
- Drafting, reviewing, and formatting routine correspondence and communications on behalf of supported leaders.
- Serving as a point of contact for internal and external stakeholders and appropriately responding to or routing inquiries and requests.
- Exercising discretion and sound judgment when handling confidential, sensitive, or time-sensitive information.
- Coordinating departmental and divisional meetings, events, projects, and special initiatives.
- Compiling, organizing, and analyzing departmental data and preparing reports and summaries to support planning and decision-making.
- Processing and routing transcripts received through Parchment and supporting other Admissions and Records functions as assigned.
- Maintaining organized electronic and physical records and supporting the development of efficient administrative processes and procedures.
- Providing administrative support for college-wide and divisional initiatives and special projects as assigned.
Minimum Qualifications:
- Demonstrated experience providing administrative or office support in a professional environment.
- Excellent interpersonal, organizational, and oral and written communication skills.
- Demonstrated ability to exercise sound judgment, discretion, professionalism, and initiative.
- Strong problem-solving skills and the ability to research issues, identify solutions, and quickly learn new systems and processes.
- Proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
- Ability to coordinate calendars, meetings, deadlines, and multiple competing priorities.
- Ability to prepare professional correspondence, reports, presentations, meeting materials, and other documents with a high degree of accuracy.
- Ability to anticipate administrative needs, establish priorities, and independently follow through on assignments.
- Ability to establish effective working relationships with individuals at multiple levels of an organization.
- Ability to maintain accurate records and appropriately handle confidential and sensitive information.
- Ability and willingness to work at different Germanna locations as operationally needed.
Additional Considerations:
- Experience providing administrative support to an executive, Assistant Vice President, dean, director, or other senior-level leader.
- Experience supporting multiple senior-level leaders or departments simultaneously.
- Experience managing complex calendars and coordinating meetings involving senior leaders and external stakeholders.
- Experience drafting professional correspondence, reports, presentations, and executive-level meeting materials.
- Experience coordinating projects, tracking deliverables, and following up on action items.
- Experience supporting departmental budgets, reconciling expenditures, and processing travel reimbursements.
- Experience with purchasing or procurement processes, including eVA
- Experience working in higher education, government, or another complex organizational environment.
- Experience using Parchment or another electronic transcript platform.
- Bilingual proficiency in English and Spanish.