Overview
Administrative Assistant Jobs in Charlottesville, VA at Piedmont Virginia Community College
Job Description:
SCOPE OF POSITION:
Responsible for handling reception and clerical duties while providing departmental support, which include; answering and routing incoming calls, greeting and directing visitors, accepting deliveries, word document processing and other administrative tasks. Responsible for performing administrative functions to support corporate programs and special projects as needed. Support the organization’s mission, vision, and values by exhibiting the following behaviors: Honesty, Excellence Accountability, Respect and Teamwork.
ESSENTIAL JOB FUNCTIONS:
1. Perform reception duties:
Answer incoming telephone calls and route to proper staff or department.
Maintain processes and procedures manual for assigned area.
Work with manager to arrange coverage for lunch breaks and scheduled time off.
Greet, assist, and direct all visitors, vendors, and service personnel in compliance with security requirements.
Communicate effectively with all internal and external customers.
2. Perform administrative support as directed:
Provide administrative support to the executive team, Corporate Secretary, and AFMC Board of Directors as directed.
Build a general working knowledge of assigned area(s) activities and requirements.
Perform data entry, word processing and scanning, as required.
Organize, file, and maintain departmental records, manuals, files, correspondence, and supplies for department and/or executive team.
Communicate needs and requests to other team members as appropriate.
Create and maintain resource library for department.
Create and maintain appropriate documentation as required by assigned area(s), following internal protocols and naming conventions.
Perform inventory of supplies monthly.
Oversee mail room – responsible for all outgoing shipments/mail-outs for the executive office; open, sort, date stamp and distribute incoming mail and faxes, memos, and e-mails to assigned area(s); Accept and route deliveries, as appropriate.
Research for reports and correspondence, as requested.
Assist with coordination of travel for all AFMC employees.
Ability to accurately prepare and submit expense authorizations, expense reports and purchase requisitions.
As required, compose, edit, and assist in creating communications, materials, and templates for various projects.
Compose, proofread, and distribute outgoing correspondence, memos, forms, reports, etc.
Conduct research, as directed, and prepare reports, presentations and documents for managerial staff and team members.
Initiate the purchase / request of departmental supplies, obtain appropriate approval, and maintain documentation of all transactions. Reconcile invoices through the Accounting/Finance department.
Communicate with and serve as back up for other team members.
3. Perform Corporate Program support:
Perform specialized functions of special corporate programs as required or directed.
Researches, analyzes, compiles, and presents information and reports. Disseminates information to appropriate parties.
Assist in program planning and organizing including assisting in defining program goals and objectives and developing procedures and processes.
Assist with the collection, organization, analysis, and/or preparation of materials in response to requests for program information and reports.
Perform an array of technical, research, planning, policy, program assessment, and administrative activities related to program assignment.
Provide support and collaborates in the planning, development, implementation, analysis, and documentation of a program.
May create or maintain program records and files while maintaining quality, including electronic and paper records following internal protocols and provide administrative support.
Coordinate, prepare and organize activities such as workgroup meetings, workshops, business meetings, and/or webinars as directed.
Attend meetings and serves as organizer or member of groups and committees associated with the program.
Coordinate and monitor the creation and maintenance of required reports in compliance with deliverables and timeframes, as directed. Present progress and updates of project activities to team and all appropriate project staff at designated time intervals.
4. Follow AFMC, state and federal protocols regarding data confidentiality/security and HIPAA compliance.
5. Additional duties as assigned
KNOWLEDGE, SKILLS, AND ABILITIES:
Ability to modify and adapt methods of communication to account for the differing needs of contacts especially in stressful and difficult situations and ensure polite, efficient, and appropriate communications exists at all times.
Ability to maintain confidentiality.
Type 40 wpm.
Customer service.
Initiative.
Ability to multitask.
Ability to prioritize.
Professional.
Attention to detail.
Ability to meet deadlines.
Intermediate skill level with MS Office (Word, Excel, and Outlook).
Use various office machines, including telephone, fax, and multi-functional printer/copier/scanner.
Strong communication skills on the telephone and/ or written correspondence.
Exceptional skills in Business English.
Strong organizational skills.
Flexibility.
Work in a team setting.
Ability to relate professionally and positively with staff, business partners, customers, constituents, recipients, and the public.
Regular and punctual attendance.
Time management skills.
Ability to travel as needed.
Problem solving skills.
Physical and Sensory Requirements (With or Without the Aid of Mechanical Devices):
Mobility, reaching, bending, lifting, grasping, ability to read and write, ability to communicate with personnel, ability to remain calm under stress and ability to lift up to 50 pounds. Must be capable of performing the essential functions of this job, with or without reasonable accommodations.
EDUCATION:
Required: High School Diploma
Desirable: Associate’s degree or additional education
EXPERIENCE:
Required: Three (3) years’ experience in administrative support at a professional level.
Desirable: Experience in healthcare administrative setting
INTERNET REQUIREMENTS:
Reliable, high-speed wireless internet service (Wi-Fi)
An upload speed of at least 2Mbps is required to support softphone functionality.
Title: Administrative Assistant
Company: Piedmont Virginia Community College
Location: Charlottesville, VA
