Overview
Administrative Assistant at DORS Jobs in Indianapolis, IN at Christel House Academy, Inc.
Posting Summary
Working Title
Government Affairs Administrative Assistant
Role Title
Gen Admin Supv I/Coord I
Role Code
19221-FP
FLSA
Exempt
Pay Band
04
Position Number
28000148
Agency
Northern VA Community College
Division
NV280-President
Work Location
Fairfax County – 059
Hiring Range
Commensurate with Experience (Up to $75,000/yr Max)
Emergency/Essential Personnel
No
EEO Category
F-Admin Supp
Full Time or Part Time
Full Time
Does this position have telework options? -Telework options are subject to change based on business needs-
No
Does this position have a bilingual or multilingual skill requirement or preference?
Work Schedule
Monday to Friday – 8:30 am – 5:00 pm and other days/times as needed.
Sensitive Position
No
Job Description
General Description:
The Executive Assistant supports the Office of Government Affairs and Community Relations. The Executive Assistant will provide high level of comprehensive administrative, operational, financial, technical, programmatic and customer service support to the Director of Governmental Affairs. The Executive Assistant’s primary function is to provide administrative support, while also representing the Government Affairs and Community Relations office to the community at large and routinely applying extensive interpersonal communication skills to provide a high level of customer service. This position develops and maintains positive relationships with internal and external partners, ensuring the office is represented in a professional manner and the needs of the office are met consistent
Duties and Tasks:
The position is responsible for organizing and performing various advanced and specialized administrative duties to support the office and the Northern Virginia Community College Board and College Senate.
The position manages BoardDocs in preparation for College Board meetings.
In addition, this position is responsible for ensuring minutes and supporting materials are uploaded to the college website.
Managing routine and non-routine business, day-do-day operations and activities of a busy office. Manages phone calls and correspondence (email, letters, and packages). Maintain office equipment. Provide office coverage.
Performs administrative duties which involve confidentiality, accountability, and responsibility for making decisions on a varied issue and policies affecting the operation of the department, particularly handling confidential materials related to employee and students hiring.
May assist with the operational flow of the Government Affairs and Community Relations office and leadership calendars.
Greet and direct as needed all internal/external visitors and callers with courtesy while providing accurate and timely information.
Accurately creates and maintains records and databases.
Produces ad hoc reports to respond to specific requests related to the Government Affairs and Community Relations office, special campus projects, and initiatives.
Prioritize workload to ensure timely completion of projects and requested reports to ensure smooth and efficient operation of the Government Affairs and Community Relations office.
May also be tasked with leading, organizing, planning, and implementing department, division, or campus events.
Purchases supplies for the office staff through the VCCS eVA procurement process. Assists with travel arrangements.
May perform or be responsible for inventory, procurement, purchasing and budgetary actions that support the Government Affairs and Community Relations.
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
KSAs:
Ability to establish and maintain cooperative and effective working relationships with others, including those from diverse academic, socioeconomic, cultural, ethnic and disability backgrounds
Ability to manage and distribute documents via BoardDocs to ensure easy access and efficient and organized meetings.
Ability to meet schedules and timelines.
Ability to work in an administrative/fast-paced environment that requires organization, precision, and accuracy.
Ability to analyze data, prepare professional reports/summaries, preserve data integrity, and focus on attention to detail.
Ability to exhibit discretion and diplomacy while maintaining information security and confidentiality regarding sensitive information.
Ability to be self-motivated and exercise independent judgment, with minimal or no supervision.
Ability to work under pressure and meet deadlines.
Able to work flexible work schedules.
Ability to perform advanced administrative duties requiring independent judgment.
Ability to prepare letters and memoranda, including confidential material as required by the position.
Excellent oral and written communication skills.
Interpersonal skills using tact, patience and courtesy.
Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary.
Proven technical abilities with meeting management software programs.
Knowledge of telephone and public relations techniques and etiquette.
Knowledge of general business and office functions, practices, equipment, systems, and procedures.
Knowledge of College programs, policies and procedures and the ability to interpret and explain them.
Strong problem solving, project management, analytical, critical thinking and computer skills.
Strong interpersonal skills used in daily interactions with a diverse population of internal and external individuals.
Required Qualifications:
Previous experience providing administrative support.
Experience in Microsoft Office Suite, including Word, Teams, Excel, PowerPoint, and Outlook.
Experience with verbal and written (emails, letters, memos, etc.), professional communications.
Experience with the creation and/or maintenance of file and database management.
Experience providing customer service (in-person, email, telephone) in a high-volume environment and responding to a variety of inquiries from diverse populations.
Additional Considerations
Experience working with an advisory board.
Experience working in higher education.
Experience using BoardDocs or similar software.
Experience working in administrative or operations that support at a community college setting or in higher education.
Experience assisting with budget oversight.
Demonstrated experience interpreting and applying Virginia State procurement, accounts payable, and accounts receivable processes and policies.
Operation of a State Vehicle
No
Supervises Employees
No
Required Travel
Maybe required to travel between NOVA campuses.
Posting Detail Information
Posting Number
CLS_3825P
Recruitment Type
General Public – G
Position End Date (if temporary)
Job Open Date
06/11/2025
Job Close Date
06/22/2025
Open Until Filled
No
Agency Website
www.nvcc.edu
Contact Name
Phone Number
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
Northern Virginia Community College (NOVA) is the largest public institution of higher education in the Commonwealth of Virginia and one of the largest community colleges in the nation. NOVA enrolls nearly 75,000 students on its six campuses in Alexandria, Annandale, Sterling, Manassas, Springfield, and Woodbridge, as well as through NOVA Online and high school dual enrollment programs. The College offers more than 100 affordable associate degree and certificate programs to help our students reach their academic and professional goals in some of the most in-demand careers.
At NOVA, we are deeply committed to fostering an inclusive community for all students, faculty, and staff, and our diverse workforce is representative of this commitment. To this end, we encourage all applicants seeking to add value through their diverse backgrounds, experiences, and interests to consider employment opportunities with NOVA. To learn more about NOVA’s commitment to inclusive excellence, please visit At a Glance | Northern Virginia Community College.
NOVA offers eligible employees a benefits package that includes a comprehensive health and dental insurance program, generous paid leave, deferred compensation plans, paid parental leave, state employee discounts, and a solid and secure retirement program.We strive to ensure our employees have tools and development opportunities to support and promote NOVA’s mission. For more information about NOVA and its programs and services, please visit our website at www.nvcc.edu.The security of our students, faculty, and staff is very important at NOVA. Please take a moment to review NOVA’s Annual Security Reports.
Employees must reside in Virginia, Maryland or District of Columbia
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.
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.
Supplemental Questions
Required fields are indicated with an asterisk (*).
* I understand that only information provided at the time of the application submission will be considered when determining my qualifications and only responses to
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Title: Administrative Assistant at DORS
Company: Christel House Academy, Inc.
Location: Indianapolis, IN
