Assistant to the Vice President of Academic Affairs & Workforce Development/Academic Operations Coordinator

Job Description

Piedmont Virginia Community College (PVCC) is a nonresidential two-year institution of higher education that serves Central Virginia principally residents of the City of Charlottesville and the counties of Albemarle, Buckingham, Fluvanna, Greene, Louisa and Nelson.

PVCC is one of 23 community colleges in Virginia that comprise the Virginia Community College System (VCCS). The scenic PVCC campus is located in Albemarle County, Virginia.

Classes are also offered at the PVCC Eugene Giuseppe Center in Stanardsville (Greene County), the PVCC Jefferson School Center in downtown Charlottesville and at high school sites across the region.

For more information, please visit : PVCC is known throughout the community and the Virginia Community College System for its exceptional faculty and staff, the quality of its programs and services, and the success of its students.

PVCC welcomes, encourages, and supports the diversity of our students, faculty, and staff members and seeks to attract and retain individuals who reflect our diverse community.

The Assistant to the Vice President of Academic Affairs and Workforce Development / Academic Operations Coordinator plays a critical role in ensuring the smooth operation of the academic and workforce development functions at the institution.

This role encompasses three key areas of responsibility : supporting academic operations, providing comprehensive administrative assistance, and coordinating various projects and initiatives.

The successful candidate will be highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

Key Responsibilities :

1. Academic Operations (Approximately 40%) :

• Assist the vice president with the academic and operational oversight of academics and workforce development.
• Collaborate with academic deans, Vice President of Academic Affairs and Workforce Development in the management and oversight of the qualification and credentialing processes for all faculty including dual enrollment to ensure all documentation meets institutional and accreditation standards.
• Provide additional assistance to the Vice President, academic deans, and department chairs to ensure that course offerings align with institutional goals, student needs, and resource availability.
• Coordinate with the vice president, workforce development division, and the academic deans the collection and organization of scheduling data, ensuring that all course times, locations, and instructor assignments are accurately reflected in the system.
• Liaise with the Director of Dual enrollment and Early College programs, and academic deans and school partners to ensure consistency in practices (i.

e., curriculum, instructor observations, instructional materials, syllabi, course rosters, use of college-specific technologies, submission of grades, etc.).

• Support the vice president in reviewing academic programs and related materials to ensure alignment with institutional goals.
• Provide oversight, in collaboration with the Vice President, of the PVCC academic calendar and catalog.
• Provide logistical and administrative support for academic committees, including scheduling meetings, preparing agendas, and recording minutes.

2. Administrative Support (Approximately 30%) :

• Serve as the primary administrative assistant to the vice president, managing calendars, coordinating meetings, and handling travel arrangements.
• Draft, edit, and proofread correspondence, reports, and presentations on behalf of the vice president.
• Manage incoming communications, including phone calls, emails, and mail, and respond or redirect as appropriate.
• Organize and maintain files, records, and other documents, ensuring confidentiality and efficient retrieval.
• Assist with budget monitoring, expense reporting, and procurement processes, ensuring compliance with institutional policies.

3. Coordination and Project Management (Approximately 30%) :

• Coordinate and track the progress of special projects, ensuring alignment with institutional priorities and deadlines.
• Facilitate communication between the Vice President’s office and other departments, acting as a liaison to ensure effective collaboration.
• Coordinates division-specific events and provides support for collegewide activities and events, such as commencement and student awards ceremonies.
• Prepare regular updates and reports on the status of projects, highlighting key milestones and any areas of concern.
• Assist with the preparation of grant proposals, annual program reviews, accreditation reports, and other special initiatives as needed.

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

• Demonstrated success and effectiveness in an administrative or academic support role.
• Excellent customer service skills and experience in a forward-facing customer service role.
• Experience effectively working with people from diverse backgrounds, interests, and abilities.
• Strong ability to draft, edit, and proofread documents, and effectively communicate with diverse stakeholders.
• Highly organized with the ability to manage multiple tasks and projects simultaneously.
• Meticulous in ensuring accuracy and completeness in documentation, record-keeping, and communications.
• Strong ability to build and maintain relationships with faculty, staff, and external partners.
• Proficiency in managing time effectively to meet deadlines and prioritize tasks.
• Technical Proficiency : Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Demonstrates initiative in identifying and addressing potential issues before they escalate.
• Strong analytical skills with the ability to troubleshoot and resolve issues as they arise.
• Maintains the highest level of confidentiality and professionalism in handling sensitive information.
• Ability to work collaboratively in a team environment, as well as independently when needed.

Additional Considerations

• Additional education, preferably in education, business administration, or a related field.
• Experience working in a community college setting.
• Experience with applications such as PeopleSoft, Navigate, Ad Astra Schedule Optimizer, and Virginia Community College System procurement (eVA).

Operation of a State Vehicle No Supervises Employees No Required Travel Position may require occasional travel and representation at college-wide meetings and / or occasional evening and weekend hours for successful completion of duties.