Administrative Assistant to the VP of Instruction and Student Development

Posting Details

Posting Summary

Working Title Administrative Assistant to the VP of Instruction and Student Development Role Title Admin and Office Spec III Role Code 19013-SW FLSA Nonexempt Pay Band 03 Position Number 28800005 Agency Wytheville Community College Division Wytheville Community College (Div) Work Location Wythe - 197 Hiring Range Minimum $38,000-$41,576 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

• Wytheville Community College is open from 8 am-5 pm, Monday-Friday. Some weekend or evening hours may be required.

Sensitive Position No Job Description

The mission of Wytheville Community College is to provide a quality, comprehensive education for the citizens of the counties of Bland, Carroll, Grayson, Smyth, and Wythe and the city of Galax. To achieve this mission and to fulfill its role as an educational leader and partner, Wytheville Community College commits to a student-centered environment by: providing programs and courses in occupational-technical education, college transfer education, general education, developmental education, distance education, continuing education, and workforce development; utilizing a broad range of instructional technologies, methods, materials, and facilities that are designed to meet the diverse needs of students; offering a supportive, comprehensive program of student development services that contribute to student persistence, success, and citizenship; fueling regional and state economic development by forging partnerships with businesses, industries, public agencies, civic groups, public schools, and other institutions of higher education not only within the service region but throughout the Commonwealth; promoting Appalachian Culture and cultural opportunities of Southwest Virginia; promoting accessibility; promoting accessibility and affordability; and ensuring quality in all programs and services.

Wytheville Community College is seeking a candidate to provide administrative support to the Office of the Vice President of Instruction and Student Development.

Purpose

Provide advanced administrative support to the Office of the Vice President of Instruction and Student Development to ensure effective office operations, communication, and coordination of academic and student services functions. The position coordinates communications, records, scheduling, and sensitive materials; exercises independent judgment in the performance of complex administrative duties; maintains a high level of confidentiality; and supports collaboration across academic and student services areas while serving as a primary point of contact with senior leadership, faculty, staff, students, and external stakeholders.

Some of the job responsibilities include but are not limited to the following:

• Ensures efficient administrative operations and timely flow of information;
• Supports coordination and collaboration across academic and student services units; and
• Maintains accurate records, schedules, and material in accordance with college policies, with a high level of confidentiality.

Provide comprehensive administrative and operational support to the Office of the Vice President of Instruction and Student Development and the Dean of Student Services and Academic Development. Coordinate office communications, scheduling, records management, and meeting logistics across both Instruction and Student Services functions.

• Coordinates meetings and events;
• Prepares agendas, minutes, correspondence, and reports;
• Organizes documentation for institutional reporting, special projects, and accreditation-related activities;
• Serves as primary point of contact for visitors, faculty, staff, students, and external partners, ensuring professional, responsive, and service-oriented communication;
• Prepares and processes purchasing documentation, including requisitions and purchase orders, and maintain related records in compliance with college procedures;
• Maintains accurate budget and procurement records, including budget tracking, purchasing documentation, travel arrangements, and reconciliation of expense reports in accordance with college and VCCS policies and procedures;
• Exercises independent judgment and discretion in handling confidential student, personnel, financial, and institutional information; and
• Provide cross-functional administrative support to Student Services operations and offers occasional front desk coverage as needed to ensure continuity of service.

Provide administrative support and backup coverage for the Office of the President as needed, including telephone coverage, scheduling assistance, records maintenance, and professional office coordination. Collaborate closely with the President's administrative assistant to ensure continuity of executive office operations and effective communication.

• Assists with major institutional functions and special projects, including faculty and staff in-service events, commencement activities, local Board meetings, and other executive meetings; and
• Assists with scheduling, documentation, communications, and event preparation to support successful implementation of college-wide initiatives.

Provide administrative support for the development and annual updates to the college academic calendar and maintenance of the college catalog. Track deadlines; compile and organize content revisions from academic departments and administrative offices; and prepare documentation to support timely review, approval, and communication in accordance with college and VCCS policies and procedures.

• Maintains accurate and secure adjunct faculty records, including personnel files and database information, in compliance with confidentiality and record retention requirements;
• Processes documentation and updates to support academic staffing needs;
• Provides administrative support for faculty professional development and recognition activities, including processing educational assistance requests, preparing correspondence, assisting with awards and recognition processes, and maintaining related records and documentation in coordination with the Vice President of Instruction and Student Development.

This position will report directly to the Vice President of Instruction and Student Development.

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

• Knowledge of administrative support practices; institutional policies, procedures, and confidentiality standards; and records coordination processes;
• Skilled in advanced use of office productivity software, electronic scheduling and record systems, and coordination of calendars, meetings, communications, and documentation;
• Ability to communicate effectively with diverse population;
• Exercise independent judgment and maintain a high level of confidentiality;
• Manage multiple priorities and deadlines and collaborate across academic and administrative units; and
• Experience and/or education equivalent to an associate's degree in business administration, office administration, or a related field.

Additional Considerations

• Experience in a higher education environment;
• Experience utilizing enterprise administrative systems such as student information systems, advising or student success platforms, and related administrative databases; and
• Knowledge of VCCS and state of Virginia policies and procedures.

Operation of a State Vehicle Yes Supervises Employees No Required Travel

May be required to travel for training and to other WCC off-site locations.

Posting Detail Information

Posting Number CLS_4698P Recruitment Type General Public - G Number of Vacancies 1 Position End Date (if temporary) Job Open Date 08/28/2026 Job Close Date 09/18/2026 Open Until Filled Agency Website www.wcc.vccs.edu Contact Name Malinda Poole Eversole Email HR@wcc.vccs.edu Phone Number (276) 223-4869 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 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/100549

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Resume
• Cover Letter/Letter of Application

Optional Documents

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