Senior Administrative Assistant

Title: Senior Administrative Assistant

Agency: J. Sargeant Reynolds Community College

Location: Henrico - 087

FLSA: Nonexempt

Hiring Range: Up to $62,000

Full Time or Part Time: Full Time

Additional Detail

Job Description:

Reynolds is one of the largest community colleges in Virginia and serves Virginia's capital city and five nearby counties. Annually, our four campus sites serve approximately 13,000 credit students and provide training for 7,400 students through the Community College Workforce Alliance. Reynolds is committed to hiring and retaining a racially diverse, culturally competent staff at all levels of the organization who reflect the demographics of our students. We also believe in providing an ongoing investment in our faculty and staff to deepen their skills and competencies to serve the full range of our student population.

• Independently manage day-to-day office operations with minimal supervision, ensuring smooth and efficient office functioning while addressing any arising issues proactively.
• Oversee and coordinate the Vice President's and Associate Vice President's calendars, prioritizing and scheduling appointments, meetings, and events to maximize time management and productivity.
• Independently prepare, distribute, and maintain professional documents such as summary reports, meeting minutes, response letters, and PowerPoint presentations, ensuring accuracy and clarity.
• Screen and assess incoming calls, memos, reports, and other correspondence, identifying and prioritizing action items and troubleshooting issues to resolve them efficiently.
• Assist with special projects, conduct thorough research, and develop detailed spreadsheets, tables, charts, and graphs to support decision-making and project outcomes.
• Organize and maintain office filing systems, including confidential files, and develop procedural documentation for the office manual.
• Collaborate professionally with division, campus, and external stakeholders, ensuring clear communication and timely resolution of matters concerning the college, office, foundation, or the Vice President/Associate Vice President.
• Prepare and provide necessary documents and reference materials to the Vice President/Associate Vice President ahead of meetings, ensuring all relevant information is readily available for review.
• Handle and respond to incoming mail and inquiries, ensuring timely and appropriate responses while maintaining high standards of professionalism.
• Develop and maintain comprehensive budget spreadsheets for all expenses, performing monthly reconciliations and preparing detailed reports for the Vice President, Associate Vice President, and other unit leaders to facilitate informed decision-making.
• Initiate, track, and reconcile all expenses related to purchase orders, travel expenses, and vendor payments.
• Liaise with vendors and college officials to gather necessary information, explore service options, secure approvals, and ensure timely processing of contracts and payments, maintaining positive working relationships and efficient service delivery.
• Greet and appropriately direct all guests and students who visit the division's office with a friendly and professional demeanor.

Minimum Qualifications:

• Extensive knowledge of administrative processes and office support functions, with a strong focus on efficiency and accuracy.
• Exceptional communication skills, both oral and written, with proven professional and interpersonal abilities in face-to-face interactions, phone communication, and email correspondence.
• A customer-centric and solution-driven mindset, consistently seeking to enhance the experience for students, staff, and external stakeholders.
• Ability to work independently on assigned tasks, demonstrating self-motivation and initiative, while also thriving in team environments.
• Capable of building and maintaining collaborative relationships with internal and external stakeholders.
• Highly organized with the ability to plan and coordinate complex activities, effectively troubleshoot issues, and manage competing priorities.
• Demonstrated proficiency in independent decision-making and organizational skills, essential for managing the day-to-day operations of the office.
• Advanced skills in utilizing personal computers and up-to-date computing tools. Proven ability to create and maintain spreadsheets, databases, and webpages.
• Quick learner with the ability to grasp, execute, and adapt to new concepts, processes, and electronic systems with ease.
• Proven ability to excel in a fast-paced environment, managing multiple tasks simultaneously while maintaining a high level of accuracy and attention to detail.
• Proven respect for and adherence to confidentiality.

Preferred Qualifications:

• Bachelor's degree preferred
• Experience in fiscal management of complex budgets
• Administrative experience in an academic, nonprofit, or similar environment preparing executive level correspondence, summary reports, and presentation
• Experience working with multi-generational and diverse population
• Experience and comfortability communicating with high-net-worth individuals
• Previous project planning is preferred