Administrative Specialist jobs at Prince William County

Norfolk, Virginia is America's most authentic and urban waterfront city. Home to the world's largest naval station and the business, arts, and cultural center of Coastal Virginia, Norfolk has been rated a top place to live, work, play, and raise a family by numerous publications. In support of over 225,000 residents, regional neighbors, and visitors from all over the world, the City of Norfolk employs over five thousand hardworking, agile, and accountable individuals who each play a vital role in making Norfolk the unique and authentic city of the future that its citizens deserve and demand. The Office of the City Clerk records and manages the city's legislative and official proceedings, provides administrative support, and serves as the liaison between the Norfolk City Council and Norfolk's Citizens. The Office of the City Clerk also serves as custodian of Norfolk's Historic Mace and City Seal. The City of Norfolk's City Clerk's office is seeking a casual part-time Administrative and Editorial Support to provide comprehensive support to the City Clerk's office by managing official records, coordinating boards and commissions, handling public inquiries, and ensuring clear and professional communications. Department Hourly Rate: $20.00 This is a CASUAL PART-TIME position, 15-20 hours per week Essential functions include but are not limited to: * Editorial Support: Draft, edit, and proofread agendas, minutes, reports, and official correspondence. * Telephone Operations: Serve as the first point of contact for incoming calls, direct inquiries, and provide accurate public information. * Boards & Commissions Coordination: Maintain rosters, track appointments, and schedule meetings. * Public Engagement: Facilitate communication between residents, elected officials, and city staff to ensure transparency and accessibility. * Technology & Records Management: Use databases and scheduling software to streamline workflows and maintain accurate records. The preferred candidate will possess: * A graduate degree, preferably in English Literature or African American History. * Some publishing or equivalent experience. * Familiarity with Chicago-style citations. * Experience with Microsoft Office, particularly footnote and endnote features). This position requires: * Strong written and verbal communication skills * Knowledge of municipal government operations * Proficiency in office software, i.e. word, excel and access and telephone systems * Ability to multitask and manage competing priorities * Customer service orientation with professionalism and discretion Work Location: Norfolk City Hall Building, 810 Union Street, Norfolk, VA 23510 Work Hours: The estimated workload will be 15 to 20 hours a week.

Department: Costello College of Business Classification: Education Support Spec 2 Job Category: Classified Staff Job Type: Full-Time Work Schedule: Full-time (1.0 FTE, 40 hrs/wk) Workplace Type: On Site Required Sponsorship Eligibility: Not eligible for visa sponsorship Pay Band: 03 Salary: Salary commensurate with education and experience Criminal Background Check: Yes About the Department: The Donald G. Costello College of Business at George Mason University is one of the largest business schools in Virginia, and is located near Washington, D.C., in Arlington and Fairfax, and at George Mason's global campus in Incheon, South Korea. The college's AACSB-accredited business and accounting curricula prepare undergraduate and graduate students from the U.S. and across the globe for career success in business and government. Its research-based faculty and focus on multi-disciplinary academic programs, inclusive entrepreneurship, modular education, experiential learning, and corporate partner engagement are transforming the landscape of business education and workforce development. Learn more at business.gmu.edu. About the Position: The Academic and Administrative Specialist will support the Senior Associate Dean, Academic Affairs and Global Engagement and the Director of Academic Engagement. The role will help deliver on the Costello Promise, aligned with the strategic priority of Student Experience and Career Readiness, as well as Global Engagement programs and initiatives. This position supports the success of Costello's global engagement programs and initiatives and experiential learning opportunities. The Specialist works closely with Costello faculty and staff to support program development and liaises with international partners for global engagement pathways and programs. This position will provide high level administrative support including calendaring/scheduling, procurement, travel, and special project work. Responsibilities: Global Engagement: * Works with the Director of Academic Engagement to support global engagement efforts for the Costello College of Business; * Conducts thorough curriculum mapping for international partners and prospective partners at the undergraduate and graduate level; * Creates curriculum pathway option models for international partners to include 2+2, 3+1, 3+1+1 and other models for international mobility; * Assists with the creation and implementation of short-term boutique and summer programs for international partners at the Fairfax and Mason Korea campuses; and assists with securing housing, transportation, catering, and cultural and industry site visits; * Tracks incoming and outgoing exchange data, and creates shared documents to showcase study abroad and international exchange data; * Organizes and maintains shared spreadsheets to reflect international partner collaborations, meetings, and faculty global engagement activities; * Responsible for creating and editing global engagement marketing materials to share with prospective and current partners; * Engages and coordinates with key administrative and academic stakeholders to support student and faculty success in international programs; and * Serves as the point of contact for international students and supports the international experiential learning coursework and initiatives. Academic Support: * Supports the Director of Academic Engagement with the review of curriculum and course offerings at the Mason Korea campus; * Facilitates and ensures academic pathway and initiative compliance with various governances and policies (e.g., university policy, FERPA, HIPAA, etc.); * Supports special initiatives and programs as assigned by the Senior Associate Dean and Director; * Assists with the coordinatization and implementation of new experiential learning opportunities for undergraduate students; and * Works collaboratively with Costello academic programs, career and advising offices, and academic centers to support high value programs to support experiential learning and student development. Administrative Support: * Provides a wide range of administrative support to the Senior Associate Dean for Academic Affairs and Global Engagement; * Support includes: proactively managing a complex and frequently changing calendar, scheduling meetings with internal and external stakeholders, procurement, note taking, event support, reporting, travel authorizations, reimbursements, meeting arrangements, drafting presentations, project work, and general office administrative functions as needed. * Collaborates efficiently with administrative staff both within and outside of the college/university to timely process various requests; and * Provides general office administrative support, including reception services, procurement, room booking/facilities requests, and event/meeting support. Events Support, Special Projects, and Other Related Duties: * Executes special projects and duties as assigned to support the department. Required Qualifications: * Bachelor's degree from a regionally accredited institution, or the equivalent combination of education and experience; * Five or more years of higher education or program management experience; * Experience coordinating, administering, and evaluating programs; and * Administrative support and analytical experience. Preferred Qualifications: * Master's degree in related field; * Experience using online databases (i.e., Salesforce, PeopleSoft, Canvas, Banner, Power BI) and using technology to support academic programs and student engagement tracking; * Experience in developing and delivering presentations to large groups; and * Effective written communication skills. Instructions to Applicants: For full consideration, applicants must apply for the Academic and Administrative Specialist at ********************** Complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume for review. Posting Open Date: December 15, 2025 For Full Consideration, Apply by: January 9, 2026 Open Until Filled: Yes

Department: Advancement and Alumni Relations Classification: Admin Office Specialist 3 Job Category: Classified Staff Job Type: Full-Time Work Schedule: Full-time (1.0 FTE, 40 hrs/wk) Workplace Type: Hybrid Eligible Sponsorship Eligibility: Not eligible for visa sponsorship Pay Band: 03 Salary: Salary commensurate with education and experience Criminal Background Check: Yes About the Department: The Office of Advancement and Alumni Relations division is a comprehensive development and alumni relations enterprise with a staff complement of approximately 135 FTE. Functional units within Advancement include development/fundraising, alumni relations, donor relations and stewardship, advancement communications, special events, gift processing, research, prospect management, gift planning, corporate and foundation relations, information systems and management, and infrastructure services. Advancement and Alumni Relations' mission is to build strong, lifelong relationships with George Mason University's alumni and constituents, while matching their philanthropic interests with the university's aspirations and priorities. The division is committed to serving the needs of the university, our alumni, and the greater community by providing access to quality education and lifelong learning. Respect, service, integrity, collaboration, diversity, transparency, and creativity are the values that guide our work and culture. About the Position: This position has the primary responsibility to provide administrative support to the AVP of Alumni Relations, as well as the Alumni Relations team and the George Mason University Alumni Association. The Administrative Specialist is responsible for scheduling, conducting research, preparing agendas, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, answering and directing phone calls, distributing communications, arranging conference calls, making travel arrangements, and preparing reimbursements. Responsibilities: Serve as the primary administrative support for the Alumni Relations team, including supporting the Associate Vice President and team members * Manage multiple complex calendars and time commitments and prioritize in alignment with AVP goals and strategies; * Prepare team for upcoming engagements by organizing a daily agenda, follow-up, and action items; * Brief the Associate Vice President and Alumni Relations team regularly on inquiries and issues; * Coordinate appointments and meetings with alumni, direct reports, donors, trustees, faculty, and others both inside and outside the University community; * Confirms meeting times and participation daily; * Arranges meetings, coordinating space, equipment, catering, and room setup according to program/meeting requirements; * Attend meetings with the AVP and Alumni Relations team to collect meeting notes as needed; * Proactively initiates outreach for and prepares meeting materials and prep documents; * Coordinate and arrange event registration and travel details, including flights, trains, hotels, registration, and car rentals; * Coordinate payment of flights with the operations team (state funds); * Complete and confirm conference registration and travel arrangements before travel; * Prepare detailed briefing for conferences and regional tour travel detailing travel arrangements, speaking engagements, and conference schedules; * File, prepare, and process reconciliations, expense reports, and reimbursements; * Maintain gift inventory and prepare swag-/gift boxes, as instructed; * Prepare outgoing mail, orders, and assist in maintaining the Associate Vice President's office supply inventory; and * Prepare correspondence, reports, forms, PowerPoint and presentation slide decks, and other documents in support or requested of the Alumni Relations team or the Associate Vice President's activities or as directed by the Associate Vice President. Logistical Support for the George Mason University Alumni Association * Provide scheduling support for Alumni Association e meetings; * Assist with the preparation of orientation materials as needed in accordance with by-laws; * Prepare action items and ensure follow-through from meetings; and * Provide assistance, as requested, for on-site events. Project Management * Support the Alumni Relations team with project management and tracking of initiatives; * Assist in preparing and maintaining master events calendar; * Ensure follow through of projects and provide reminders according to deadlines; and * Support AVP with event planning. Other duties as assigned within the scope of the role Required Qualifications: * Significant experience with executive calendar management; * Experience managing multiple calendars; * Experience writing general correspondence; * Demonstrated experience with executive administrative support; * Experience working in a high-volume, fast-paced office; * Excellent writing and communication skills; * Demonstrate outstanding oral, written, and interpersonal skills; * Excellent organizational and prioritizing skills; * Skill in meticulous detail-orientation; * Demonstrated, detail-oriented clerical skills; * Solid computer skills, including Microsoft Office Suite; * Expert-level Microsoft Outlook/Calendar skills; * Ability to manage a senior executive's calendar, including coordinating with others as needed and issuing reminders, and prioritizing requests for the executive's available time; * Ability to manage multiple competing deadlines; * Demonstrated problem-solving abilities; * Ability to perform duties under limited supervision and a limited time frame; * Ability to work within multiple internal databases and maintain consistent organization; * Ability to be resourceful and be able to research independently the best solutions for problems when they arise; * Ability to exercise good time management and have flexibility; * Ability to handle sensitive and confidential matters with discretion and tact; and * Ability to multitask, prioritize work, and meet deadlines. Preferred Qualifications: * Bachelor's degree in related field; * Experience in higher education; * Demonstrated experience working effectively with staff and external constituents; * Experience with project management; * Experience with Affinaquest (Salesforce) or similar software; * Outstanding customer service skills demonstrated by the ability to interact effectively with administrators, faculty, and staff, as well as partners outside of the university; * Knowledge of project management systems; and * Ability to learn new software. Instructions to Applicants: For full consideration, applicants must apply for Administrative Specialist, Alumni Relations at ********************** Complete and submit the online application to include three professional references with contact information, including your current supervisor, and provide a Cover Letter/Letter of Intent with Resume for review. Posting Open Date: December 12, 2025 Posting Close Date: January 8, 2026 Open Until Filled: No

Department: Costello College of Business Classification: Education Support Spec 2 Job Category: Classified Staff Job Type: Full-Time Work Schedule: Full-time (1.0 FTE, 40 hrs/wk) Workplace Type: On Site Required Sponsorship Eligibility: Not eligible for visa sponsorship Pay Band: 03 Salary: Salary commensurate with education and experience Criminal Background Check: Yes About the Department: The Donald G. Costello College of Business at George Mason University is one of the largest business schools in Virginia, and is located near Washington, D.C., in Arlington and Fairfax, and at George Mason's global campus in Incheon, South Korea. The college's AACSB-accredited business and accounting curricula prepare undergraduate and graduate students from the U.S. and across the globe for career success in business and government. Its research-based faculty and focus on multi-disciplinary academic programs, inclusive entrepreneurship, modular education, experiential learning, and corporate partner engagement are transforming the landscape of business education and workforce development. Learn more at business.gmu.edu. About the Position: The Academic and Administrative Specialist will support the Senior Associate Dean, Academic Affairs and Global Engagement and the Director of Academic Engagement. The role will help deliver on the Costello Promise, aligned with the strategic priority of Student Experience and Career Readiness, as well as Global Engagement programs and initiatives. This position supports the success of Costello's global engagement programs and initiatives and experiential learning opportunities. The Specialist works closely with Costello faculty and staff to support program development and liaises with international partners for global engagement pathways and programs. This position will provide high level administrative support including calendaring/scheduling, procurement, travel, and special project work. Responsibilities: Global Engagement: * Works with the Director of Academic Engagement to support global engagement efforts for the Costello College of Business; * Conducts thorough curriculum mapping for international partners and prospective partners at the undergraduate and graduate level; * Creates curriculum pathway option models for international partners to include 2+2, 3+1, 3+1+1 and other models for international mobility; * Assists with the creation and implementation of short-term boutique and summer programs for international partners at the Fairfax and Mason Korea campuses; and assists with securing housing, transportation, catering, and cultural and industry site visits; * Tracks incoming and outgoing exchange data, and creates shared documents to showcase study abroad and international exchange data; * Organizes and maintains shared spreadsheets to reflect international partner collaborations, meetings, and faculty global engagement activities; * Responsible for creating and editing global engagement marketing materials to share with prospective and current partners; * Engages and coordinates with key administrative and academic stakeholders to support student and faculty success in international programs; and * Serves as the point of contact for international students and supports the international experiential learning coursework and initiatives. Academic Support: * Supports the Director of Academic Engagement with the review of curriculum and course offerings at the Mason Korea campus; * Facilitates and ensures academic pathway and initiative compliance with various governances and policies (e.g., university policy, FERPA, HIPAA, etc.); * Supports special initiatives and programs as assigned by the Senior Associate Dean and Director; * Assists with the coordinatization and implementation of new experiential learning opportunities for undergraduate students; and * Works collaboratively with Costello academic programs, career and advising offices, and academic centers to support high value programs to support experiential learning and student development. Administrative Support: * Provides a wide range of administrative support to the Senior Associate Dean for Academic Affairs and Global Engagement; * Support includes: proactively managing a complex and frequently changing calendar, scheduling meetings with internal and external stakeholders, procurement, note taking, event support, reporting, travel authorizations, reimbursements, meeting arrangements, drafting presentations, project work, and general office administrative functions as needed. * Collaborates efficiently with administrative staff both within and outside of the college/university to timely process various requests; and * Provides general office administrative support, including reception services, procurement, room booking/facilities requests, and event/meeting support. Events Support, Special Projects, and Other Related Duties: * Executes special projects and duties as assigned to support the department. Required Qualifications: * Bachelor's degree from a regionally accredited institution, or the equivalent combination of education and experience; * Five or more years of higher education or program management experience; * Experience coordinating, administering, and evaluating programs; and * Administrative support and analytical experience. Preferred Qualifications: * Master's degree in related field; * Experience using online databases (i.e., Salesforce, PeopleSoft, Canvas, Banner, Power BI) and using technology to support academic programs and student engagement tracking; * Experience in developing and delivering presentations to large groups; and * Effective written communication skills. Instructions to Applicants: For full consideration, applicants must apply for the Academic and Administrative Specialist at ********************** Complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume for review. Posting Open Date: December 15, 2025 For Full Consideration, Apply by: January 9, 2026 Open Until Filled: Yes

Department: Advancement and Alumni Relations Classification: Admin Office Specialist 3 Job Category: Classified Staff Job Type: Full-Time Work Schedule: Full-time (1.0 FTE, 40 hrs/wk) Workplace Type: Hybrid Eligible Sponsorship Eligibility: Not eligible for visa sponsorship Pay Band: 03 Salary: Salary commensurate with education and experience Criminal Background Check: Yes About the Department: The Office of Advancement and Alumni Relations division is a comprehensive development and alumni relations enterprise with a staff complement of approximately 135 FTE. Functional units within Advancement include development/fundraising, alumni relations, donor relations and stewardship, advancement communications, special events, gift processing, research, prospect management, gift planning, corporate and foundation relations, information systems and management, and infrastructure services. Advancement and Alumni Relations' mission is to build strong, lifelong relationships with George Mason University's alumni and constituents, while matching their philanthropic interests with the university's aspirations and priorities. The division is committed to serving the needs of the university, our alumni, and the greater community by providing access to quality education and lifelong learning. Respect, service, integrity, collaboration, diversity, transparency, and creativity are the values that guide our work and culture. About the Position: This position has the primary responsibility to provide administrative support to the AVP of Alumni Relations, as well as the Alumni Relations team and the George Mason University Alumni Association. The Administrative Specialist is responsible for scheduling, conducting research, preparing agendas, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, answering and directing phone calls, distributing communications, arranging conference calls, making travel arrangements, and preparing reimbursements. Responsibilities: Serve as the primary administrative support for the Alumni Relations team, including supporting the Associate Vice President and team members * Manage multiple complex calendars and time commitments and prioritize in alignment with AVP goals and strategies; * Prepare team for upcoming engagements by organizing a daily agenda, follow-up, and action items; * Brief the Associate Vice President and Alumni Relations team regularly on inquiries and issues; * Coordinate appointments and meetings with alumni, direct reports, donors, trustees, faculty, and others both inside and outside the University community; * Confirms meeting times and participation daily; * Arranges meetings, coordinating space, equipment, catering, and room setup according to program/meeting requirements; * Attend meetings with the AVP and Alumni Relations team to collect meeting notes as needed; * Proactively initiates outreach for and prepares meeting materials and prep documents; * Coordinate and arrange event registration and travel details, including flights, trains, hotels, registration, and car rentals; * Coordinate payment of flights with the operations team (state funds); * Complete and confirm conference registration and travel arrangements before travel; * Prepare detailed briefing for conferences and regional tour travel detailing travel arrangements, speaking engagements, and conference schedules; * File, prepare, and process reconciliations, expense reports, and reimbursements; * Maintain gift inventory and prepare swag-/gift boxes, as instructed; * Prepare outgoing mail, orders, and assist in maintaining the Associate Vice President's office supply inventory; and * Prepare correspondence, reports, forms, PowerPoint and presentation slide decks, and other documents in support or requested of the Alumni Relations team or the Associate Vice President's activities or as directed by the Associate Vice President. Logistical Support for the George Mason University Alumni Association * Provide scheduling support for Alumni Association e meetings; * Assist with the preparation of orientation materials as needed in accordance with by-laws; * Prepare action items and ensure follow-through from meetings; and * Provide assistance, as requested, for on-site events. Project Management * Support the Alumni Relations team with project management and tracking of initiatives; * Assist in preparing and maintaining master events calendar; * Ensure follow through of projects and provide reminders according to deadlines; and * Support AVP with event planning. Other duties as assigned within the scope of the role Required Qualifications: * Significant experience with executive calendar management; * Experience managing multiple calendars; * Experience writing general correspondence; * Demonstrated experience with executive administrative support; * Experience working in a high-volume, fast-paced office; * Excellent writing and communication skills; * Demonstrate outstanding oral, written, and interpersonal skills; * Excellent organizational and prioritizing skills; * Skill in meticulous detail-orientation; * Demonstrated, detail-oriented clerical skills; * Solid computer skills, including Microsoft Office Suite; * Expert-level Microsoft Outlook/Calendar skills; * Ability to manage a senior executive's calendar, including coordinating with others as needed and issuing reminders, and prioritizing requests for the executive's available time; * Ability to manage multiple competing deadlines; * Demonstrated problem-solving abilities; * Ability to perform duties under limited supervision and a limited time frame; * Ability to work within multiple internal databases and maintain consistent organization; * Ability to be resourceful and be able to research independently the best solutions for problems when they arise; * Ability to exercise good time management and have flexibility; * Ability to handle sensitive and confidential matters with discretion and tact; and * Ability to multitask, prioritize work, and meet deadlines. Preferred Qualifications: * Bachelor's degree in related field; * Experience in higher education; * Demonstrated experience working effectively with staff and external constituents; * Experience with project management; * Experience with Affinaquest (Salesforce) or similar software; * Outstanding customer service skills demonstrated by the ability to interact effectively with administrators, faculty, and staff, as well as partners outside of the university; * Knowledge of project management systems; and * Ability to learn new software. Instructions to Applicants: For full consideration, applicants must apply for Administrative Specialist, Alumni Relations at ********************** Complete and submit the online application to include three professional references with contact information, including your current supervisor, and provide a Cover Letter/Letter of Intent with Resume for review. Posting Open Date: December 12, 2025 Posting Close Date: January 8, 2026 Open Until Filled: No

Title: Administrative & Office Specialist III FLSA: Nonexempt Hiring Range: The anticipated salary range is $40,000 to $45,000, commensurate with experience. Full Time or Part Time: Full Time Additional Detail Job Description: Rappahannock Community College (RCC), founded in 1970, provides high-quality educational and training opportunities throughout a 12-county service region an hour east of Richmond on the beautiful western shore of the Chesapeake Bay with access to fresh local seafood and water activities. RCC delivers accessible and affordable educational opportunities, including for-credit transfer and career technical programs, robust distance education coursework, quality dual enrollment courses, and award-winning workforce training and credentialing programs. RCC's annualized enrollment of 3,700 credit students in 2024-2025 and almost 800 workforce and community development students are supported by almost 140 full-time employees and over 200 part-time/adjunct employees across two main campuses and four satellite sites. Are you someone who wants to help students achieve their educational and professional dreams? RCC is seeking applicants for an Administrative Support Specialist III who performs a broad range of administrative support duties for Student Support Services and Upward Bound programs to ensure efficient operations. This is a full-time, restricted, grant-funded position with an excellent benefits package. Continuation of the position is contingent upon funding. The anticipated salary range is $40,000 to $45,000, commensurate with experience. This role is based at RCC's Warsaw Campus with occasional travel to the Glenns Campus. Student Support Services (SSS) and Upward Bound (UB) Programs are federal TRiO Programs funded through the U. S. Department of Education to provide academic, career, and financial counseling to eligible high school students (UB) and to encourage them to graduate from high school and college students (SSS) to pursue their post-secondary education. The Student Support Services (SSS) Program services college students who are first generation and meet the income eligibility guidelines. The Upward Bound (UB) Program serves 9th - 12th grade students in three target schools who are first generation students and meet the income eligibility guidelines. Once selected, program participants receive a variety of opportunities and resources, including free tutoring services during the academic year, college and university campus tours, academic workshops, SAT/ACT prep courses, financial aid & literacy workshops, cultural enrichment activities and assistance learning about and applying to college. Reporting to the Director of TRiO Programs, the Administrative Support Specialist III performs the following duties for the TRiO Programs, including: * General office administrative duties. * Scheduling student appointments with appropriate staff. * Identifying potential program participants and answering general and detailed questions about RCC, Student Support Services and Upward Bound/TRiO programs. * Monitoring, balancing, processing, recording, and reporting all monthly expenditures for both grant budgets. * Completing purchasing tasks and developing purchase orders for expenditures. * Database and student record maintenance and retention. * Report preparation. * Assisting in coordinating and carrying out workshops, events and activities. * This position may require occasional travel which will be paid for by the College to include lodging and per diem. Minimum Qualifications: * Administrative support experience. * The ability to learn and use purchasing systems. * The ability to complete and maintain student and fiscal records with a high level of accuracy. * Ability to enter information into and extract reports from databases. * Attention to detail and a high degree of accuracy in performing tasks. * Strong oral and written communication skills. * Ability to quickly problem solve, time management skills and ability to multi-task. * Demonstrated ability to work as a team player. * Ability to maintain confidentiality of records and information. * Experience with Microsoft Office Suite. * Light lifting up to 10 pounds required. Additional Considerations: * Excellent word processing skills, with strong knowledge of various computer software and openness to new technologies. * Ability to conduct research and produce reports. * Experience with the state's eVA purchasing system. * Previous experience working in an office environment.

Title: Administrative and Office Specialist III FLSA: Nonexempt Hiring Range: $44,392-$54,257 Full Time or Part Time: Full Time Additional Detail Job Description: Germanna Community College is a public, open access institution of higher education in the Virginia Community College System with a Fredericksburg Area Campus in Spotsylvania, a Locust Grove Campus, and several off-campus centers. The College is a dynamic learning organization that serves as a regional leader and preferred partner where quality learning experiences enable students to participate effectively in the social, economic, political, intellectual, and cultural life of their communities. As a comprehensive community college, the College provides quality, accessible, and affordable educational opportunities to its students. Germanna remains committed to creating and upholding an inclusive and equitable learning environment that promotes the diversity of our students, faculty and staff. Germanna Community College is seeking internal candidates for an administrative professional to provide administrative support to managers, other employees, and visitors by handling a variety of tasks to ensure that interactions between the organization and others are positive and productive. Major Duties and Responsibilities: * Performs general office tasks, to include filing and ordering supplies, * Schedules appointments and coordinates meetings or events * Purchasing, budget and grant tracking * Makes travel arrangements including submitting travel vouchers * Screens phone calls and routes callers to the appropriate party; greets and assists visitors * Generates reports, takes minutes from meetings, creates presentations, and collects data * Maintains polite and professional communication in person, via phone, and e-mail Minimum Qualifications: * Proficient with Microsoft Office 365 * Excellent oral and written communication skill Additional Considerations: * Associate degree or equivalent experience * Experience working in an educational or business setting

The Virginia Economic Development Partnership (VEDP) is seeking a Confidential Assistant in the Executive Office to coordinate and support the efforts of VEDPs Chief Executive Officer and other Senior Leaders' engagement with state, regional, and local economic development partners to ensure positive and productive relationships. Responsibilities: Accompany and support the CEO during all travel (to include frequent overnight trips), managing logistics and on-the-ground coordination for meetings and events Prepare travel itineraries and ensure all arrangements align with the CEOs schedule Work cross-functionally to assemble meeting binders and briefing materials; conduct background research for CEO engagements Coordinate with staff and the Marketing & Communications team for accurate, timely communications and social media content Track stakeholder engagements and maintain up-to-date contact records Provide backup scheduling and real-time communication support Serve as an extension of the Chief of Staff by helping manage the CEOs flow of information, priorities, and follow-ups Capture takeaways and commitments from meetings and ensure follow-through via the Chief of Staff Handle sensitive political, partner, and personnel information with rigorous discretion Skills: Sound judgment and discretion in handling sensitive and confidential information Strong organizational skills; able to manage multiple priorities and shifting demands Excellent interpersonal and communication abilities, including professional interaction with senior leaders and external stakeholders Strong notetaking and distillation skills Ability to synthesize complex information quickly Strong political and organizational savvy Ability to notice inconsistencies or gaps and resolve them proactively Ability to maintain composure and problem-solve under pressure Diplomacy and tact when interacting with senior partners Proficiency with Microsoft Office Suite and collaboration tools (e.g., Teams, SharePoint, Zoom) Familiarity with Salesforce or other customer relationship management (CRM) systems preferred Prior experience in communications, scheduling, or stakeholder engagement Experience: Associates degree in business administration and/or related field or equivalent work experience Bachelors degree preferred Minimum of three years experience providing administrative support to CEO or executive level staff Valid Virginia drivers license and exemplary driving record Being authorized to work in the U.S. is a precondition of employment. VEDP uses the E-Verify system and does not provide sponsorship. All candidates must apply through our website ***************************** A valid Virginia drivers license and ability to obtain a passport is required. Salary Minimum: $75,000. Application deadline: December 28, 2025. VEDP is an Equal Opportunity Employer. All applicants are considered for employment without regard to race, sex, color, national origin, religion, sexual orientation, gender identity or expression, age, veteran status, political affiliation, genetics, or against otherwise qualified individuals with disabilities. It is VEDPs intent that its employment and personnel policies and practices conform to all applicable federal, state, and local laws and regulations regarding non-discrimination and affirmative action. Applicants requiring more information or requiring assistance may contact VEDP Human Resources at ************** or *************** . TDD **************. PI25836e194e8f-31181-39244593

Title: NSU00330 - Administrative and Office Specialist III - College of Liberal Arts State Role Title: Administrative Assistant III Hiring Range: $44,259 Pay Band: 3 Recruitment Type: General Public - G Job Duties 1. Serves as receptionist for the Office of the Dean, e.g., greets visitors, answers phone, provides basic information, makes referrals as appropriate and provides outstanding customer service to students, alumni, faculty, staff and the general public. 2. Retrieves, sorts and distributes incoming mail. Provides daily delivery of outgoing mail. 3. Assist with the management of Sharepoint site for the College of Liberal Arts. 4. Serves as liaison between COLA and the Office of Information Technology with regard to Colleague and eVA issues, on an as needed basis. 5. Provides administrative office assistance in the preparation of confidential reports, programs, proposals, requisitions and general correspondence. 6. Enters and orders supplies, equipment, receive requisitions in eVa and Colleague upon the request of the Office Manager. 7. Assist with data collection for reports, and meetings and other documents as directed by the Office of the Dean in an accurate and timely manner. 8. Maintains electronic logs of all equipment trust requests, and along with the Office Manager, all electronic ledger for COLA equipment inventory for all COLA academic departments and WNSB Radio Station. 9. Direct and schedules the work of work-study students effectively and efficiently. 10. Oversees, and maintains Electronic Tickler filing system for seven academic departments, and WNSB, to accurately monitor incoming and outgoing documents to be signed by the Dean. 11. Ensures logistics are in order for specific conferences as requested by the Dean, Associate Dean, and Office Manager, prepares and maintains calendar of events for COLA. 12. Prepares, maintains, and revises faculty rosters, committee rosters, and enrollment rosters for COLA. 13. Compiles and maintains electronic copies of departmental submissions of enrollment verification rosters, change of grade request forms, SEM Waivers, HR1s and any other completed University/College forms needed for the College. Minimum Qualifications Considerable experience serving in an administrative support role. Working knowledge of academic office management practices and procedures to include greeting customers, answering the phone, and directing questions to the appropriate party. Excellent verbal and written communication, decision making, planning and organizational skills. Excellent computer skills, and proficiency in Microsoft Word, Excel, PowerPoint, eVa Colleague purchasing processes. High school diploma or GED, or equivalent combination of training and education that provides the requisite knowledge, skills, and abilities. Additional Considerations Bachelor's Degree from an accredited institution of higher learning or equivalent combination of training and education that provides the requisite knowledge, skills, and abilities. Special Instructions You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to "Your Application" in your account to check the status of your application for this position. Contact Information Name: Human Resources Phone: ************ Email: Email material not accepted In support of the Commonwealth's commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at ************. Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.

The City of Virginia Beach Cultural Affairs Department is seeking a highly organized, arts-focused project coordinator to serve as the Public Art Administrative Coordinator supporting the City's expanding public art program. This position is ideal for someone with experience in arts administration, exhibitions coordination, gallery or museum operations, or public-facing cultural projects-especially in a municipal government, nonprofit, or academic setting. Please note: While this role involves administrative coordination, it is not a clerical or Administrative Assistant position. It is a professional-level project coordination role focused on logistics, compliance, and communication in support of public art projects and exhibitions. Candidates should have experience working in gallery, museum, academic, or cultural project settings, with demonstrated skills in tracking timelines, contracts, and budgets. This role works under the direction of the Public Art Manager and Deputy Director, and provides critical behind-the-scenes support to ensure that public art projects, installations, and gallery exhibitions run smoothly, on time, and in compliance with city processes. Key Responsibilities Project & Contract Coordination * Support the planning and execution of public art installations, including coordinating with artists, vendors, and contractors. * Track project timelines, deliverables, and budgets; assist with procurement and contract processing in accordance with City policies and procedures. * Coordinate logistics with fabricators, city departments, and external partners. Gallery Management & Collections * Support exhibition rotations for the Sandler Center Art Gallery, including application review, scheduling, installation, and receptions. * Conduct condition assessments of the city's permanent public art collection and maintain maintenance records. Administrative & Committee Support * Prepare materials and documentation for Public Art Committee meetings; assist with scheduling and follow-up. * Maintain organized records, project files, and calendars for multiple concurrent projects. Budget & Reporting * Assist with invoice processing, budget tracking, and financial documentation in collaboration with the Public Art Manager. * Contribute to departmental updates, reports, and documentation for internal use. Outreach & Communications * Help write and distribute Calls for Artists and Requests for Proposals (RFPs). * Contribute content for the City's public art website, blog, and social media (in collaboration with marketing staff). * Assist with occasional outreach events, community info sessions, and artist briefings. Research & Best Practices * Research materials, fabricators, public art best practices, and peer city programs to support project planning and innovation. This is a full-time, non-exempt position that may require limited nights and weekends. This position is ideal for someone who thrives behind the scenes, ensuring that public-facing cultural projects run smoothly, meet deadlines, and reflect civic integrity.

The City of Virginia Beach is seeking a highly organized, detail-oriented professional to coordinate the day-to-day operations of the Virginia Beach History Museums (VBHM). This role is responsible for ensuring that historic sites are well-maintained, safe, and fully functional, serving as the primary point of contact for Public Works Department, contractors, and consultants on restoration, maintenance, and facility needs. In addition to facilities oversight, this position provides essential administrative support to the Virginia Beach Historic Houses Foundation, including financial tracking, meeting coordination, and grant support. The Operations Specialist serves as the Foundation's lead staff liaison and helps maintain relationships with stakeholder groups such as the Friends of Virginia Beach Historic Houses and other nonprofit partners operating at City-owned historic sites. While primarily housed in the History Museums Division of the Cultural Affairs Department, this position may support additional department initiatives as needed. Key Responsibilities Operations & Facilities Management * Serve as the primary liaison with Public Works, contractors, and consultants to coordinate maintenance, restoration, and capital improvement efforts at historic museum sites. * Identify and track facility, landscaping, and repair needs; submit and follow up on work requests and project timelines. * Ensure all sites remain safe, operational, and compliant with city standards. * Act as the after-hours contact for the department's security vendor(s). * Develop and regularly update standard operating procedures for building operations and site safety. Staffing & Internal Coordination * Oversee the scheduling of part-time and contract staff across multiple museum sites. * Maintain the VBHM master calendar and staffing schedules in coordination with programming and leadership staff. * Serve as the central point of contact for daily site operations and logistical support. Foundation & Stakeholder Support * Provide administrative support to the Virginia Beach Historic Houses Foundation, including scheduling board meetings, preparing agendas and minutes, reconciling bank statements, tracking financial data in QuickBooks, and assisting with annual audits and licensing compliance. * Coordinate Foundation communications and board materials in collaboration with museum leadership. * Assist with drafting or supporting grant applications, sponsorship outreach, and grant reporting. * Maintain strong, collaborative relationships with stakeholder groups including the Friends of Virginia Beach Historic Houses and other community partners. General Department Support * Represent VBHM and the Cultural Affairs Department professionally in community and partner communications. * Support customer service and internal coordination to ensure smooth day-to-day operations. * Participate in department-wide meetings, initiatives, or cross-divisional collaborations as assigned. Qualifications * Experience coordinating facilities, site maintenance, or vendor relationships in a historic, cultural, or public setting. * Strong administrative and organizational skills, including experience with scheduling, calendar management, and documentation. * Familiarity with nonprofit operations, board support, and financial tools such as QuickBooks. * Experience working with contractors, consultants, or municipal departments (e.g., Public Works, Parks & Rec). * Excellent written and verbal communication skills. * Demonstrated ability to balance multiple responsibilities and deadlines across multiple sites. * Grant-writing or sponsorship experience a plus. * Knowledge of museum operations, historic site preservation, or cultural heritage management preferred. * Valid driver's license and reliable transportation required. The City offers a generous benefits package such as health, dental and life insurance, retirement, and savings plans. Other key benefits include: * Maternity/paternity and parental leave (after 1 year of service) * Leave donation program * Tuition Reimbursement * Employee Assistance Program * Professional Development

Support the programs at the Southern Piedmont AREC and work closely with VAES/AREC administrative specialists in other ARECs and the main campus to coordinate team meetings, mentor newly hired AREC Administrative Specialists, and provide fiscal and HR (onboarding/offboarding) support to other ARECs should assistance be needed. The primary responsibilities include maintaining and providing technical assistance with office equipment, procurement and receiving shipments, fiscal auditing, Human Resources support, event scheduling and support, facilitating contracts with internal (VT/CALS facilities) and external contractors, and providing communication support with our internal and external stakeholders. This position will work with the Director and the Assistant Director to develop procedures that increase the efficiency of operations at the Southern Piedmont AREC. This position will act as the safety coordinator for the Southern Piedmont AREC. This position reports to the Southern Piedmont AREC Director and works closely with the Southern Piedmont AREC Assistant Director and the Southern Piedmont AREC Director's Office Administrative Specialist. The position is based at the Southern Piedmont AREC in Blackstone, VA. Remote work is not available for this position and office hours are from 7:30AM - 4:30PM. In-state travel may be necessary for coordinating activities, training, and meetings. Virginia Tech is unable to sponsor applicants for work visas for this vacancy. Required Qualifications Associate's degree in administrative or business management, accounting, or related field; or the combination of education and work-related experience. Proficiency using computers and software such as the Microsoft Office products including Word, Excel, Outlook, OneDrive (or similar), and Teams. Willingness and ability to become proficient in using Virginia Tech proprietary software/databases used in fiscal, HR, safety, inventory, etc., within 6 months of start date. Demonstrated ability to interpret, convey, and follow organizational procedures. Organizational and multitasking skills with demonstrated ability to maintain accurate digital and paper records in an organized manner. Excellent interpersonal, and oral and written communication skills in English. Preferred Qualifications Bachelor's degree in business administration, business management, accounting or related field. Demonstrated skills (coursework and/or experience) in financial data management, administrative office management and/or accounting. Training or demonstrated skill in image/video editing software. Pay Band 3 Overtime Status Non-Exempt: Eligible for overtime Appointment Type Regular Salary Information $44,000 - $51,000; commensurate with experience Hours per week 40 Review Date December 14, 2025; open until filled Additional Information In addition to completing the required state application, be sure to upload a current resume and a cover letter explaining how you are qualified for the position. The successful candidate will be required to have a criminal conviction check. About Virginia Tech Dedicated to its motto, Ut Prosim (That I May Serve), Virginia Tech pushes the boundaries of knowledge by taking a hands-on, transdisciplinary approach to preparing scholars to be leaders and problem-solvers. A comprehensive land-grant institution that enhances the quality of life in Virginia and throughout the world, Virginia Tech is an inclusive community dedicated to knowledge, discovery, and creativity. The university offers more than 280 majors to a diverse enrollment of more than 36,000 undergraduate, graduate, and professional students in eight undergraduate colleges, a school of medicine, a veterinary medicine college, Graduate School, and Honors College. The university has a significant presence across Virginia, including Blacksburg, the greater Washington, D.C. area, the Health Sciences and Technology Campus in Roanoke, sites in Newport News and Richmond, and numerous Extension offices and research institutes. A leading global research institution, Virginia Tech conducts more than $650 million in research annually. Virginia Tech endorses and encourages participation in professional development opportunities and university shared governance. These valuable contributions to university shared governance provide important representation and perspective, along with opportunities for unique and impactful professional development. Virginia Tech does not discriminate against employees, students, or applicants on the basis of age, color, disability, sex (including pregnancy), gender, gender identity, gender expression, genetic information, ethnicity or national origin, political affiliation, race, religion, sexual orientation, or military status, or otherwise discriminate against employees or applicants who inquire about, discuss, or disclose their compensation or the compensation of other employees or applicants, or on any other basis protected by law. If you are an individual with a disability and desire an accommodation, please contact Laura Debusk at ************** during regular business hours at least 10 business days prior to the event.

Job Description The Operations Support Specialist provides comprehensive administrative, correspondence, scheduling, and operational coordination support to the Maritime Expeditionary Warfare (MExW) Division within DC CD&I. This position ensures the smooth execution of daily operations by managing taskers, correspondence, meetings, travel logistics, and records in accordance with Department of the Navy and MExW procedures. ***THIS EMPLOYMENT IS CONTINGENT UPON CONTRACT AWARD*** Essential Duties and Responsibilities: Tasker & Correspondence Management (ETMS2): Intake, route, and track taskers; draft and finalize remarks/reports; maintain working drafts/finals on CD&I SharePoint and ETMS2 repositories; manage comment-resolution matrices (CRMs) as required. Executive Admin & Communications: Prepare memos, letters, and binders; format to Department of the Navy standards; log and route calls and correspondence (including classified); maintain rosters and office supplies. Meetings & Events: Coordinate calendars via Microsoft Outlook; prepare agendas, read-ahead binders, and minutes; arrange conference rooms within the Pentagon and Quantico area; notify stakeholders of schedule changes. Records & Document Services: Copy, print, scan, shred, and upload documents to approved data repositories; maintain paper and electronic files in accordance with MExW records procedures. Defense Travel System (DTS): Prepare travel orders and itineraries; review authorizations and vouchers for JTR compliance within four (4) business hours of submission; retain receipts per JTR. Security Support: Transmit security clearance information and process visit authorization requests (VARs) for classified meetings. Operations Coordination: Support daily division operations, calendar management, and meeting preparation for the MExW Operations Officer and Director. Performance Tracking & Reporting: Assist in collecting and maintaining performance metrics, meeting notes, and deliverable status updates for quarterly contract conferences. Administrative Duties: Prepare and submit monthly accomplishment reports to the Task Lead. Prepare and submit travel request forms and trip reports as necessary. Complete required annual government training. Assist in publishing the Maritime Expeditionary Warfare Annual Report. Position Requirements: Minimum 1 year of experience in an administrative support role supporting federal contracts or military organizations. Excellent writer with strong analytical comprehension and attention to detail. Highly organized and responsive; able to manage multiple taskers with tight deadlines. Strong interpersonal skills and discretion in handling sensitive information. Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, SharePoint). Experience with ETMS2 and Defense Travel System (DTS) strongly preferred. Ability to capture meeting notes and prepare summaries for senior leaders. U.S. citizen with active Secret security clearance. Education & Experience: High School Diploma with 1-3 years administrative experience (Required). Associate's or Bachelor's Degree in Business Administration, Management, or a related field (Preferred). Certifications (Optional but Preferred): DTS Approving Official Training, ETMS2 User Training. Work Environment: Professional office environment with routine interaction with military and civilian leadership; occasional handling of classified materials. Physical Demands: Work is generally sedentary; there could be a requirement to assist in moving and repositioning computer systems, servers, and other office equipment weighing no more than 50 pounds per person (e.g., two-man lift l00 lbs.). Work Schedule: Primary workplace is the General Ray Davis Center, MCB Quantico, VA. Full-time, Monday-Friday 0800-1600. Security Clearance: Secret level required in accordance with DD Form 254 requirements. Travel: Some travel may be required for this position.

The Operations Support Specialist provides comprehensive administrative, correspondence, scheduling, and operational coordination support to the Maritime Expeditionary Warfare (MExW) Division within DC CD&I. This position ensures the smooth execution of daily operations by managing taskers, correspondence, meetings, travel logistics, and records in accordance with Department of the Navy and MExW procedures. *THIS EMPLOYMENT IS CONTINGENT UPON CONTRACT AWARD* Essential Duties and Responsibilities: * Tasker & Correspondence Management (ETMS2): Intake, route, and track taskers; draft and finalize remarks/reports; maintain working drafts/finals on CD&I SharePoint and ETMS2 repositories; manage comment-resolution matrices (CRMs) as required. * Executive Admin & Communications: Prepare memos, letters, and binders; format to Department of the Navy standards; log and route calls and correspondence (including classified); maintain rosters and office supplies. * Meetings & Events: Coordinate calendars via Microsoft Outlook; prepare agendas, read-ahead binders, and minutes; arrange conference rooms within the Pentagon and Quantico area; notify stakeholders of schedule changes. * Records & Document Services: Copy, print, scan, shred, and upload documents to approved data repositories; maintain paper and electronic files in accordance with MExW records procedures. * Defense Travel System (DTS): Prepare travel orders and itineraries; review authorizations and vouchers for JTR compliance within four (4) business hours of submission; retain receipts per JTR. * Security Support: Transmit security clearance information and process visit authorization requests (VARs) for classified meetings. * Operations Coordination: Support daily division operations, calendar management, and meeting preparation for the MExW Operations Officer and Director. * Performance Tracking & Reporting: Assist in collecting and maintaining performance metrics, meeting notes, and deliverable status updates for quarterly contract conferences. Administrative Duties: * Prepare and submit monthly accomplishment reports to the Task Lead. * Prepare and submit travel request forms and trip reports as necessary. * Complete required annual government training. * Assist in publishing the Maritime Expeditionary Warfare Annual Report. Position Requirements: * Minimum 1 year of experience in an administrative support role supporting federal contracts or military organizations. * Excellent writer with strong analytical comprehension and attention to detail. * Highly organized and responsive; able to manage multiple taskers with tight deadlines. * Strong interpersonal skills and discretion in handling sensitive information. * Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, SharePoint). * Experience with ETMS2 and Defense Travel System (DTS) strongly preferred. * Ability to capture meeting notes and prepare summaries for senior leaders. * U.S. citizen with active Secret security clearance. Education & Experience: * High School Diploma with 1-3 years administrative experience (Required). * Associate's or Bachelor's Degree in Business Administration, Management, or a related field (Preferred). * Certifications (Optional but Preferred): DTS Approving Official Training, ETMS2 User Training. Work Environment: Professional office environment with routine interaction with military and civilian leadership; occasional handling of classified materials. Physical Demands: Work is generally sedentary; there could be a requirement to assist in moving and repositioning computer systems, servers, and other office equipment weighing no more than 50 pounds per person (e.g., two-man lift l00 lbs.). Work Schedule: Primary workplace is the General Ray Davis Center, MCB Quantico, VA. Full-time, Monday-Friday 0800-1600. Security Clearance: Secret level required in accordance with DD Form 254 requirements. Travel: Some travel may be required for this position.

Minimum Qualifications Who We Are: Mental Health Support Services (MHSS) is the provider of mental health, developmental disabilities, and substance use disorder services for children and adults in Chesterfield County. Our Day Support Program provides training and supports to individuals with intellectual disabilities and is seeking a compassionate and customer service-oriented Senior Administrative Support Specialist to provide administrative support and assist the program in meeting regulatory requirements. Minimum Qualifications: High school diploma or GED; three years of increasingly responsible experience in administrative support work; or an equivalent combination of training and experience. Bachelor's degree preferred; five or more years of administrative experience in a day support, intellectual/developmental disability program, or related setting preferred. Required Knowledge, Skills, and Abilities: Working knowledge of standard office practices, procedures and equipment; of business English, spelling, punctuation, and grammar; of principles and procedures of records management. Ability to perform a full range of varied and responsible office administrative, secretarial, and routine programmatic support functions in support of assigned programs, division, and/or department with only occasional instruction or assistance; to interpret, apply and explain administrative and departmental policies; to exercise good judgment in making routine decisions in accordance with departmental policies and procedures; to perform arithmetic calculations; to communicate effectively orally and in writing; to operate a personal computer and related software and other standard office equipment; to develop and maintain effective working relationships with internal and external customers. Advanced proficiency with MS Office preferred; working knowledge of quality assurance processes preferred; demonstrated ability to work with a diverse team preferred; strong organizational skills preferred. Additional Requirements: Pre-employment drug testing, FBI criminal background check, and education/degree verification required. Duties Duties include but are not limited to the following: * Provides reception services to include greeting and assisting visitors; answers phones and responds to inquiries and provides information on routine and non-routine matters relative to Day Program services; * Assists with record reviews to ensure compliance with regulatory standards; * Assists with compiling documents for audits; * Prepares a variety of letters and other correspondence in accordance with standard practice and policies; assists management with developing, running, and reviewing reports; * Assists in the collection and compilation of data and information from various sources; may assist with compiling budget data; and * Performs special projects and other related duties as assigned. This position is a part of an approved Career Development Plan (CDP) and offers career progression opportunities and salary incentives, as funding permits, based on performance, qualifications, and experience. Shift Monday - Friday; 8:30 a.m. - 5:00 p.m. Work Location Mental Health Support Services

GENERAL STATEMENT OF JOB Under general supervision, this position provides administrative support in the management of departmental projects or programs and staff. Reports to the Fire Chief or designee. ESSENTIAL JOB FUNCTIONS Performs administrative support work such as word processing, creating spreadsheets, data entry and retrieval, and functions that may require interpretation, judgement and determining appropriate processes to be used; reviews forms, data and other information to ensure accuracy and conformance to established policies and procedures. Maintains filing and records systems, office supplies and coordinates equipment and facility repairs. Interacts with the public and others outside the work unit to obtain and provide information and assistance; and may screen and respond to inquiries and complaints and provides information on policies and procedures. Reviews and processes personnel training and travel documents; processes financial cash turn-in forms; provides department reports to customers; conducts medical reporting quality reviews; and processes fire inspection invoices. Performs other related work as required. Individual assignments will be determined by supervisor based on current workload and department needs. PERFORMANCE INDICATORS Knowledge of Job: Has general knowledge of general office practices, methods and procedures used by the city. Has considerable knowledge of computer system and standard software applications used in an office setting. Has some knowledge of ethical guidelines applicable to the position as outlined by professional standards and/or federal, state and local laws, rules and regulations. Is skilled in the use of common office equipment, spreadsheets and file maintenance programs. Is able to prepare and maintain accurate personnel records. Is able to explain personnel matters to city employees. Is able to make routine administrative decisions independently in accordance with laws, regulations and city policies and procedures. Is able to analyze and interpret policy and procedural guidelines to resolve problems and questions. Is able to exercise considerable tact and courtesy in frequent contact with the public. Is able to exercise tact and discretion in handling confidential personnel information. Is able to establish and maintain effective working relationships as necessitated by work assignments. Is able to establish and maintain effective working relationships as necessitated by work assignments. Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate corrective action to correct any quality of deficiencies that occur in areas of responsibility. Maintains high quality of communication and interacts within departments and division, and with co-workers and the general public. Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions." Dependability: Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, city policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas. Attendance: Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off request. Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meeting job responsibilities and accountability. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction. Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assist in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgement. Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with city policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department. Relationship with Others: Shares knowledge with supervisor and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, to perpetuate city and departmental goals and objectives. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the city. Emphasizes the importance of maintaining a positive image within the city. Interacts effectively with fellow employees, supervisor, professionals and the general public. Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Estimates expected time of completion of elements of work and establish a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings and deadlines. Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains clean and orderly work place. EDUCATION & EXPERIENCE Associates Degree in Business Administration, Public Administration or related field, and 3-5 years of responsible administrative experience, or an equivalent combination of education and experience. SPECIAL REQUIREMENTS An acceptable general background check to include a local and state criminal history check and sex offender registry check. A valid driver's license with an acceptable driving record. MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS Physical Requirements: Must be physically able to operate a variety of automated office machines including computers, typewriters, calculators, copiers, facsimile machines, etc. Must be able to exert up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time but may involve walking or standing for periods of time. Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people or things. Interpersonal Communication: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving or receiving instructions, assignments and/or directions to subordinates or from supervisors. Language Ability: Requires the ability to read a variety of correspondence, reports, personnel records, applications, procedure manuals, forms, etc. Requires the ability to prepare correspondence, reports, personnel records, certificates, forms, logs, etc. Requires the ability to speak to people with poise, voice control and confidence. Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions. Requires the ability to assess critical situations and establish methods to resolve such situations. Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently. Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract totals; to multiply and divide; utilize decimals and percentages. Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape. Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment. Manual Dexterity: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal level of eye/hand/foot coordination. Color Discrimination: Does not require the ability to differentiate between colors and shades of color. Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress. Physical Communication: Requires the ability to talk and/or hear: (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear). AMERICANS WITH DISABILITIES ACT (ADA) REQUIREMENTS The City of Portsmouth is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss potential accommodations with the employer. This is a class description and not an individual position description. A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification, but is not intended to describe and does not necessarily list all the essential job functions for a given position in a classification. This class description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as needs of the employer and the requirements of the job change.

The City of Alexandria is located in northern Virginia and is bordered by the District of Columbia (Potomac River), Arlington and Fairfax counties. With a population of approximately 150,000 and a land area of 15.75 square miles, Alexandria is the seventh largest city in the Commonwealth of Virginia. Alexandria has a charming waterfront and is a unique and historic place to live and work. If you are interested in working for the vibrant City of Alexandria, we invite qualified candidates to apply for our Administrative Support II position. An Overview The Administrative Support II serves as the first point of contact and face of the department for newly arriving clients. This position requires the exercise of good judgment in the application of prescribed procedures and methods to routine matters, attention to minute detail and extreme punctuality. The work may be performed under close or general supervision by an immediate supervisor. What You Should Bring The ideal candidate should have good knowledge of office terminology, procedures and equipment, and of basic arithmetic and English; some knowledge of elementary bookkeeping; ability to orally communicate courteously and effectively with a diverse public; ability to understand and follow complex oral and written directions; ability to maintain complex clerical records and prepare reports from such records; ability to make minor decisions in accordance with laws, ordinances, regulations and established policies. The Opportunity * Receives the public, answers their questions, and notifies staff of client arrivals; * Answers the main and emergency phone lines, screens and directs incoming calls to the appropriate person; * Creates and updates flyers to promote groups, ensuring all information is current (location, time, and provider); * Sends monthly emails to providers to request needed supplies; * Maintains a professional, organized, and clean appearance at the reception area and client waiting room; * Takes down messages for staff; * Maintains clients' confidentiality at all times; * Answers telephone calls for the MHOP and ES; * Distributes inter office mail to individual mail boxes; * Monitors the Vehicles Reservation Log with the sign in/out book at the front desk; * Using scheduling software, schedules/ reschedules/cancels/confirms doctor appointments for clients; * Collects payments from clients, enters payments in the system, and provides a receipt; * Makes copies of consumer's insurance card(s); * Submits DCHS Facilities tickets for 9th floor maintenance issues; * Keeps people informed when they are waiting so they know what to expect; * Updates client's contact information in the system when there is a change; * Makes copies of consumer's insurance card(s); * Makes photocopies of frequently used documents; * Updates phone list of frequently used numbers at the front desk; * Protects confidential material, keeping it out of eyesight of consumers or unauthorized staff; * Stays abreast of any changes in front desk procedures and responds accordingly; * Provides feedback to supervisor on any problems, trends, or ideas to improve front desk operations; * Performs related work as required by supervisor; About the Department The Center for Operations comprises Finance, Information Technology, Facilities, Human Resources and Contracts. Like the larger Department, the Department of Community and Human Services (DCHS) of which we are part, we are ethical stewards of the resources entrusted to us and are accountable for our actions. We communicate consistently, honestly and openly and demonstrate integrity in all aspects of our work. Minimum & Additional Requirements Some clerical experience and completion of high-school-level courses in bookkeeping, arithmetic and English; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities. Preferred Qualifications At least one year of experience working in a mental health clinic or other healthcare setting including experience with electronic health record databases; bilingual- fluency: ability to read, write, and speak another language; comfortable working around people with mental disabilities. Must have valid driver's license and reliable transportation. Notes This position requires the successful completion of pre-employment background checks including but not limited to: Criminal Records Check; VA State Child Abuse/Neglect Registry; Medicare/Medicaid Fraud Database; education/certifications. Schedule: Monday through Friday 8am - 4:30 pm; One Saturday per month 7am - 10am As an essential employee, staff will be expected to be at work during weekends, holidays, or inclement weather if they have been scheduled.

Perform special duties as assigned. Provide administrative support to a manager, work group, section, or facility. Coordinate workflow processes. Communicate with internal and external contacts. Maintain current knowledge of related policies, procedures, and practices. How you will contribute: Administrative Coordination: Coordinate and schedule meetings with VDOT staff, local, state, and federal elected officials, citizens, and other external participants. Prepare agendas, meeting minutes and track action items. Prepare letters to appropriate individuals within and outside VDOT. Coordinate functions and special events as needed, contacting attendees, making hotel and restaurant arrangements, arrange lodging, meals and equipment if needed. Coordinate registration for staff for various conferences and seminars. Administrative Support : Provide diverse administrative support to a manager, work group, section, district, or division. Handle phone calls, contacts, and communications from VDOT staff and others external to the organization. Prepare correspondence or reports. Provide guidance to standard operating policies and procedures. General Office Support : Provide clerical and administrative support. Transcribe and edit data, format, and edit from notes and rough drafts, and type materials related to specific projects. Prepare outgoing correspondence. May create and analyze reports and graphs. Assist with the scheduling and setups for training. Purchasing: Make purchases in accordance with the agency's procurement guidelines and process payment ensuring compliance with prompt pay guidelines. Records Management : Maintain files, records, or systems for assigned area. Maintain files for pending items awaiting responses. Update documents, manuals, or other agency officials records and lists. Pick up mail, sort, date, and route to appropriate staff members. What will make you successful: Ability to communicate effectively orally and in writing. Ability to compile, coordinate and prepare reports. Knowledge of office and business practices and principles. Skill in providing and promoting good customer service to internal and external customers. Skill in the use of computers and software applications to include Microsoft Office. Minimum Qualifications: Ability to handle confidential and sensitive issues appropriately. Ability to interpret and apply standard record retention practices and procedure. Ability to perform under pressure and meet deadlines. Knowledge of applying executive administrative practices. Knowledge of office and business practices and principles. Skill in filing and document management. Additional Considerations: A combination of training, experience, or education in a General Office Environment, or related field desired. Ability to work independently. Experience interpreting and applying policies and procedures. Click below to learn more about the Competency Model associated with this Position: Competency Model Physical Requirements Physical Requirements VDOT employees must abide by VDOTs Code of Ethics and the Commonwealths Standards of Conduct. VDOT Code of Ethics Standards of Conduct Physical Requirements Physical Requirements

Perform special duties as assigned. Provide administrative support to a manager, work group, section, or facility. Coordinate workflow processes. Communicate with internal and external contacts. Maintain current knowledge of related policies, procedures, and practices. How you will contribute: Administrative Coordination: Coordinate and schedule meetings with VDOT staff, local, state, and federal elected officials, citizens, and other external participants. Prepare agendas, meeting minutes and track action items. Prepare letters to appropriate individuals within and outside VDOT. Coordinate functions and special events as needed, contacting attendees, making hotel and restaurant arrangements, arrange lodging, meals and equipment if needed. Coordinate registration for staff for various conferences and seminars. Administrative Support : Provide diverse administrative support to a manager, work group, section, district, or division. Handle phone calls, contacts, and communications from VDOT staff and others external to the organization. Prepare correspondence or reports. Provide guidance to standard operating policies and procedures. General Office Support : Provide clerical and administrative support. Transcribe and edit data, format, and edit from notes and rough drafts, and type materials related to specific projects. Prepare outgoing correspondence. May create and analyze reports and graphs. Assist with the scheduling and setups for training. Purchasing: Make purchases in accordance with the agency's procurement guidelines and process payment ensuring compliance with prompt pay guidelines. Records Management : Maintain files, records, or systems for assigned area. Maintain files for pending items awaiting responses. Update documents, manuals, or other agency officials records and lists. Pick up mail, sort, date, and route to appropriate staff members. What will make you successful: Ability to communicate effectively orally and in writing. Ability to compile, coordinate and prepare reports. Knowledge of office and business practices and principles. Skill in providing and promoting good customer service to internal and external customers. Skill in the use of computers and software applications to include Microsoft Office. Minimum Qualifications: Ability to handle confidential and sensitive issues appropriately. Ability to interpret and apply standard record retention practices and procedure. Ability to perform under pressure and meet deadlines. Knowledge of applying executive administrative practices. Knowledge of office and business practices and principles. Skill in filing and document management. Additional Considerations: A combination of training, experience, or education in a General Office Environment, or related field desired. Ability to work independently. Experience interpreting and applying policies and procedures. Click below to learn more about the Competency Model associated with this Position: Competency Model Physical Requirements Physical Requirements VDOT employees must abide by VDOTs Code of Ethics and the Commonwealths Standards of Conduct. VDOT Code of Ethics Standards of Conduct Physical Requirements Physical Requirements