Title: Administrative Assistant/ Project Manager
Agency: Brightpoint Community College
Location: Chesterfield - 041
FLSA: Nonexempt
Hiring Range: $21.25
Full Time or Part Time: Part Time
Job Description:
Brightpoint Community College is a two-year public institution of higher education and is the third largest of Virginia’s 23 community colleges. The college is located within the Greater Richmond metropolitan area. It serves students and the community at its two campuses, in Chester and Midlothian; online; and in locations throughout its service area. Brightpoint Community College’s mission is to provide quality educational opportunities that inspire student success and community vitality. It envisions a success story for every student.
Brightpoint Community College is seeking applications for the Administrative Assistant/Project manager position to provide administrative support to the Chief Information Officer in support of the functions of the Information Technology staff and the goals of the department.
Key responsibilities include:
Documentation:
1. Perform word processing functions using Microsoft Office Suite.
2. Compose and/or key correspondence, reports, and related office materials from verbal instructions, notes, or drafts received from staff.
3. Proofread correspondence for correct spelling, punctuation, and grammar and make necessary corrections to the final documents.
4. Prepare, assemble, and distribute inter-departmental, inter-office, and external correspondence.
5. Tracks progress on projects and reports out to stakeholders. Meets with stakeholders on behalf of the IT team.
Budgeting:
6. Prepare departmental requisitions from either written or verbal instructions, checking past orders or state contracts for current prices, vendor information, quality, etc.
7. Track requisitions, manually receive merchandise and services and authorize monthly vendor payments, via the eVA system.
8. Maintain all budget accounts for which the department is responsible and reconcile expenditures to budget.
9. When needed, interact on behalf of the department with appropriate finance and business office staff, in response to expense and budget questions.
10. Maintain, print, disseminate, and review documentation with Director of Information Technology, on a monthly basis, the status of all Information Technology accounts.
Scheduling:
11. Answer and screen telephone calls, manage schedule, travel plans and arrangements, and email correspondence for the Director of Information Technology.
12. File and maintain hardcopy and electronic documents as requested by archiving policy.
13. Coordinate and manage departmental staff meetings, vendor presentations, meal functions and other events.
14. Accurately perform duties using Microsoft Office. Update four department calendars, and assist staff members as requested.
15. Adhere to stated policies, procedures, and guidelines for scheduling staff travel.
16. Conduct Chrome River preparation and review sessions with staff on an individual and group basis before travel.
17. Act as Chrome River delegate, when requested by staff, to assist in the completion of their travel expense reports.
Minimum Qualifications:
18. Experience with Microsoft Office Suite and Windows Pro 11
19. Experience in preparing and maintaining budget expenditures.
20. Experience in procurement, purchasing, and tracking purchases for management and staff.
21. Experience in scheduling travel for IT staff.
22. Excellent oral and written communication skills.
23. Excellent organization and time management skills.
Additional Considerations:
Associates Degree or Certification in Office Administration. Previous experience in an IT administrative support role (preferred). Experience in project management.