Administrative and Office Specialist III

Administrative and Office Specialist III

Tidewater Community College has served South Hampton Roads both students and employers for 50 years. It has grown from 1 campus into a regional educational and economic force. TCC is the largest provider of higher education and workforce services in Hampton Roads, enrolling nearly 25,000 students in 2024-25. Founded in 1968 as a part of the Virginia Community College System, Tidewater Community College (TCC) services South Hampton Roads with 4 campuses in Chesapeake, Norfolk, Portsmouth, and Virginia Beach, 7 regional centers and 2 important cultural institutions. The college had 3,399 graduates in 2024-2025, 40 percent of whom pursued degrees that would let them transfer to 4-year institutions. Of South Hampton Roads residents enrolled in higher education 33% enrolled at TCC. TCC's institutional accreditation is affirmed through 2027 by the Southern Association of Colleges and Schools Commission on Colleges. This position provides administrative assistance and program support to the Office of Financial Services and the Director of External Financial Funds. The administrative assistant duties will include : answering the phone; greeting and assisting visitors; coordinating meetings and resources throughout the college on behalf of the Office of Financial Services and the Director of External Financial Funds; distributing mail, invoices, and reports, as well as maintaining files; purchasing supplies for the department; enter purchase orders for the Finance department; preparing reports and correspondence; reviewing checks prior to mailing; record remittances; provide budgetary approval and monitoring of District Office professional development funds; maintain the department's compliance with Records and Retention schedules and regulations.

General administrative duties include retrieving, opening, and distributing mail; ordering office supplies for staff using eVA; entering purchase orders and invoices for the Finance department; preparing travel and reimbursement requests as needed; answering main line for the Office of Financial Services; greeting and assisting visitors; maintaining contract and other files and purge on a regular basis in accordance with policy; advising supervisors of records requiring disposal according to record retention schedule and coordinate disposals in accordance with schedules and regulations; preparing reports and correspondence as requested; scheduling meetings and staffing events as requested and coordinating logistics as necessary; proofing local and foundation fund checks to determine accuracy of payee and amount; matching and mailing remittance coupons and checks day of receipt; distributing vendor invoices to the appropriate personnel for processing; researching invoices and contacting vendors for follow up and / or inquiries when necessary; recording all incoming remittances for the Office of Financial Services; preparing bank deposits as needed; and other office duties as assigned.

Minimum Qualifications :

Demonstrated skills in using Microsoft Office Suite products such as Word, PowerPoint, Excel and Adobe. Skilled in Oracle / PeopleSoft Financial software as well as eVA / Procurement software. Ability to use effective customer service and project management techniques. Ability to prioritize work, adapt to rapidly changing priorities, and meet deadlines with little or no supervision. Ability to communicate effectively in a professional manner with a diverse public and to handle complex situations under pressure. Ability to interpret and apply policies and procedures in daily activities. Ability to organize, key, edit and accurately proof large documents. Ability to communicate effectively orally and in writing in a professional manner. Ability to extract data from one or multiple systems and prepare reports. Capable of following directions in order to carry out key tasks and willingness to ask for clarification. Experience working with the public.

Additional Considerations :

Proven experience providing administrative support in an executive environment Experience providing administrative support in higher education Experience in a State or Government Agency purchasing office

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer