Title: Administrative Assistant to Dean of Dual Enrollment and Early College
Agency: Germanna Community College
Location: Stafford - 179
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 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.
Minimum 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.