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Executive Assistant to the Vice President for Institutional Advancement

EQUITY STATEMENT: It is the policy of Northern Virginia Community College to prohibit discrimination on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity, age, veteran status, political affiliation, genetics, or disability in the recruitment, selection, and hiring of its workforce.

About NOVA
Located close to the nation’s capital, Northern Virginia Community College (NOVA) is Virginia’s largest institution of higher education and one of America’s largest community colleges. Enrolling 76,000 students in 2014-15 on its six campuses, NOVA serves the higher and post-secondary educational needs of students from over 180 nations enrolled in over 100 degree and certificate programs. As an “Achieving the Dream” leading college, NOVA is committed to student success by intending to triple the number of credentialed students by 2021. NOVA meets the educational and training needs of the region and its people with excellent and affordable courses and programs, offered by an inspired and inspiring diverse faculty and support staff. NOVA offers an opportunity to make a difference with outstanding career opportunities and competitive total rewards benefits including: health, dental and vision coverage, vacation, holiday and sick leave accrual plans, tuition assistance and training, a choice of retirement options, plus lots of opportunities to participate in multi-cultural and social events and much more! If this sounds intriguing and you’d like to be part of our students’ success, please take a closer look at what we have to offer with the position below.

Posting Details

Position Information

Job Title Executive Assistant to the Vice President for Institutional Advancement
Department VP Institutional Advancement
Posting Number 02127P
Location Annandale, VA: 22003
Full or Part Time Full Time
Position End Date (if temporary)
Required Travel
Relocation Covered
Salary Range $40,000 - $52,000

Position Summary Information

Basic Function

Reporting to the Vice President for Institutional Advancement, the Executive Administrative Assistant provides advanced, diversified, and confidential executive-level administrative support to the Vice President. This position manages the daily operations of the Office of the Vice President for Advancement and assists the Vice President in the oversight, operations, and administration of the Advancement Division. This is a highly responsible administrative position intended to act as the principal contact on behalf of the Vice President for Institutional Advancement and assuring a smoothly operating and highly reliable office environment through which the major administrative functions of the division may progress.

Duties and Responsibilities

Work involves providing an array of administrative assistance to the Vice President and support for the outward-facing aspects of the college, including marketing, media relations, athletics, student activities, governmental relations, community engagement and development staff. The position also serves as support to the NVCC Educational Foundation Board and is responsible for providing assistance for the effective management and general oversight on reconciliation/verification of financial transactions and stewardship for private gifts received by the College Foundation.

The executive assistant must exercise considerable initiative, integrity, independent judgment, and discretion in performing varied and complex administrative and clerical duties and in:
· screening calls, visitors and mail for the Division of Institutional Advancement;
· assisting in accurately maintaining the College Foundation’s fundraising database;
·arranging conferences and meetings;
· maintaining appointment schedules;
· answering and resolving requests for information; and
· both internal and external public relations activities.

The employee will assist with development planning and fundraising for the College Foundation, working in conjunction with advancement and foundation staff. The employee must show initiative in keeping informed of philanthropic foundation best practices, institutional policies, rules, and regulations and act in a coordinating capacity between the Vice President’s office, including marketing and development, and other departments and organizations. Given the sensitive nature of many of the position’s responsibilities, confidentiality is extremely important. Work assignments are usually performed with considerable independence except when unusual circumstances exist, clearance with the administrator or the professional staff member may be required. Work is evaluated in terms of overall effectiveness in the execution of assigned functions.

Minimum Qualifications

Moderate related work experience and an associate degree (or equivalent) in a related field from an accredited college or university, supplemented by progressive responsibility in clerical or administrative positions in varied, complex work environments; or an equivalent combination of training and experience.

Preferred Qualifications

•Degree in business or other related field or equivalent work experience.
•Experience in higher education administration or non-profit philanthropic organizations, preferably in development, fundraising and prospect research/management.

Required Knowledge, Skills, and Abilities

•Excellent communication skills, both orally and in writing.
•Ability to manage stressful situations with tact and diplomacy and to use sound judgment, discretion and initiative, particularly as it relates to handling sensitive and/or confidential information.
•Maintain a healthy, fair, and inclusive work environment by promoting diversity and exercising teamwork and collaboration when working with diverse groups, donors, volunteer groups, and coworkers.
•Actively promote a professional workplace culture of mutual respect and collegiality for all members of the institution.
•Excellent oral and written communication skills and interpersonal skills, including the ability to deal successfully with a broad spectrum of people at all levels in stressful or difficult situations.
•Proven ability to coordinate with leadership and Advancement colleagues to independently manage and execute high-level meetings and activities (mostly external to NOVA) from planning stage to execution. Use discretion in attendee consideration for high-level meetings and activities (mostly external to NOVA) which have financial impact on the College and community. Use independent judgment to manage registration processes. Obtain information, prepare briefing files, draft agendas, developing presentation materials, recording minutes, and organizing and executing follow-up actions, as necessary.
•Ability to learn college operational and financial systems.
•Excellent problem-solving, time management, and organizational skills with strong attention to detail. Ability to promote process improvements to create institutional efficiencies and ability to scale.
•Demonstrated ability to meet deadlines, anticipate needs, prioritize multiple tasks, “think on your feet”, follow-through, and work independently without supervision, while handling frequent interruptions and rapidly shifting priorities.
•Demonstrated project management, time management, and organizational skills, with the ability to manage details of multiple and complex projects within firm schedules.
•Experience managing executive calendars, coordinating travel, and staffing executive level committees.
•Ability to communicate and work effectively with individuals from diverse backgrounds and cultures.
•Excellent writing, editing, and verbal communication skills; attention to detail.
•Is self-motivated and reliable; organized and flexible.
•Ability to promote and enhancing diversity and equity.
•Ability to perform related work as required.
•High level of proficiency in database management systems, Microsoft Office Suite, statistical reporting software packages and spreadsheet software and a variety of computer software applications.
•Thorough knowledge of the principles of office management and of modern office procedures, systems, and equipment; ability to apply this knowledge to difficult problems.
•Ability to transcribe, and type complex, technical, and confidential dictation accurately and rapidly and to compose effective and accurate correspondence and meeting minutes.
•Ability to work independently on responsible and confidential assignments and administrative tasks.
•Ability to maintain complex administrative and fiscal records, to prepare statistical and fiscal reports, and to provide complex information from such records.
•Ability to effectively explain organizational policies, rules, regulations, and procedures.
•Ability to establish and maintain effective working relationships and to make contacts with administrator’s subordinates, associates, other administrators, and the general public; and to effectively and discreetly convey information.
•Ability to consistently demonstrate a high degree of professionalism in demeanor, attire and personal interactions.
•Knowledge of non-profit governance, policies, procedures and best practices.

Operation of a State Vehicle Seldom

Posting Detail Information

Open Date 07/12/2017
Close Date 07/26/2017
Open Until Filled No
Special Instructions to Applicants
Background Check Statement

The selected candidate’s offer is contingent upon the successful completion of an extensive criminal background
investigation, which may include: fingerprint checks, local agency checks, employment verification, verification of
education, credit checks (relevant to employment), and other checks requested by the VCCS and NOVA such as
I-9 and E-Verify requirements. Additionally, selected candidates may be required to complete the Commonwealth’s
Statement of Economic Interest.

Additional Information

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Please describe your experience in higher education administration or non-profit philanthropic organizations, in particular development, fundraising and prospect research/management.

    (Open Ended Question)

  2. * Please describe your experience with Raisers’ Edge or similar data systems.

    (Open Ended Question)

Applicant Documents

Required Documents
  1. Resume
Optional Documents
  1. Cover Letter/Letter of Application
  2. Other Document