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Administrative & Office Support Specialist

Danville Community College   Danville, VA   Part-time     Administration / Clerical
Posted on May 13, 2024
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Administrative & Office Support Specialist

Danville Community College developed from two institutions, Danville Technical Institute and the Danville Division of Virginia Polytechnic Institute opened in 1936 as Danville Textile School, becoming Danville Technical Institute just after World War II. The Danville Division of Virginia Polytechnic Institute first began as an engineering division in 1946, and was later expanded to include the first two years of course work for all engineering, business administration, liberal arts, and science majors. Beginning in the summer of 1966, all programs taught by Danville Technical Institute were brought under the Virginia Department of Community Colleges. Effective July 1, 1968, the Danville Division of Virginia Polytechnic Institute merged with the existing community college providing the comprehensive programs now offered.

The primary goal of this position is to provide administrative office support to the TARE (Training, Assessments for the Retention of Employment) Programs Office. The TARE office provides support to low income students with children 19 years or younger in order to eliminate barriers to education.

Job Duties:

  • Provides general office support for the TARE Program.
  • Greets all clients and visitors and responds effectively to answer inquiries and to provide pertinent program information in a timely manner.
  • Relates policies and procedures accurately to clients, community partners, etc.
  • Processes all required program documents, assists in the gathering of information and client data as well as create & maintaining client files and student database tracking systems.
  • Assists in frequent client database updating in support of quarterly report submissions in accordance with the established schedules and procedures.
  • Maintains and organizes office and classroom spaces, orders and tracks supplies
  • Ensures each client’s academic/social support needs are properly addressed and to assist in office and classroom cohort scheduling.
  • Organizes and manages the client database files; provides accurate and effective communication with staff, clients and community partners.
  • Creates program documents to include spreadsheets, charts, and meeting packets for various program meetings and classroom cohorts.
  • Inputs and processes information in Student Information Systems (SIS) and eVA procurement system.
  • Ensures that all client and staff orientation documents and materials are compiled and organized.
  • Other duties as assigned by Director of TARE.

This is a grant-funded position. Continuation past June 30, 2025 is contingent on the college’s continued receipt of funding.

KSA’s/Required Qualifications:

  • Advanced knowledge and/or training in human services, administrative support, or related field.
  • Work experience in administrative and office support.
  • Ability to use sound judgment and critical thinking skills.
  • Exceptional attention to detail, gained through experience in office practices, procedures, grammar, spelling and punctuation.
  • Exceptional level of customer service, organizational skills, multi-tasking, and professionalism.
  • Excellent written and oral communication skills, as well as strong interpersonal skills.
  • Proficient in Microsoft Office applications, specifically Microsoft Office and Excel.
  • Ability to work collaboratively as part of a team and independently with limited direct supervision.
  • Ability to work with diverse populations and embrace the college’s commitment to diversity, equity and inclusion.
  • Commitment to the community college mission.
  • Willingness to learn new programs.

Additional Considerations:

  • Relevant experience in Student Information Systems (SIS) and eVA procurement processes.
  • Knowledge of community college programs.

Application Instructions:
Go to https://jobs.vccs.edu/postings/73221 to view the full job posting and/or to apply.

EEO Statement
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.