Job Description

Posting Summary
Working Title Administrative Assistant/Coordinator of Earn to Learn Programs
Role Title Admin and Office Spec III
Role Code 19013-SW
FLSA Nonexempt
Pay Band
Position Number 28200044
Agency Piedmont Virginia Community College
Division Piedmont Virginia Community College (Div)
Work Location Albemarle - 003
Hiring Range $47,000 - $52,000
Emergency/Essential Personnel No
EEO Category F-Admin Supp
Full Time or Part Time Full Time
Does this position have telework options? -Telework options are subject to change based on business needs-
Does this position have a bilingual or multilingual skill requirement or preference?
Work Schedule
Flexibility to work 40 hours weekly within the hours of 8:00am to 5:00pm Monday - Fridays. This is a full-time (non-exempt) position providing services in-person for faculty, staff, and students at college and community locations.
Sensitive Position No

Piedmont Virginia Community College (PVCC) is a public, open access institution of higher education in the Virginia Community College System whose main campus is located in Charlottesville, Virginia. This is home to the Charlottesville Historic Downtown Mall, The Jefferson School African American Heritage Center, and the John Paul Jones Arena (JPJ). As a comprehensive community college, the College provides quality, accessible, and affordable educational opportunities for the residents of the City of Charlottesville and the counties of Albemarle, Buckingham, Fluvanna, Greene, Louisa, and Nelson. For more information, please visit:
PVCC is known throughout the community and the Virginia Community College System for its exceptional faculty and staff, the quality of its programs and services, and the success of its students. PVCC seeks to attract, welcome, and retain individuals who reflect the communities we serve.
Position Title: Administrative Assistant to the Division of Health and Life Sciences/Coordinator of Earn to Learn Programs
Department: Health and Life Sciences
Employment type: Full-time, non-exempt, partially grant funded
Position Purpose:
Piedmont Virginia Community College (PVCC) seeks a highly organized and detail-oriented individual to serve as the Administrative Assistant to the Division of Health and Life Sciences and Coordinator of Earn to Learn (ETL) Programs.
This position plays a key dual role: supporting the daily administrative operations of the Health and Life Sciences (HLS) Division and coordinating PVCC's participation in the statewide Earn to Learn healthcare workforce initiative.
Fifty percent (50%) of this position is grant-funded and dedicated to coordinating the Earn to Learn program in partnership with UVA Health, Sentara Martha Jefferson Hospital, and the Virginia Community College System (VCCS). This portion of the position is grant-funded through June 30, 2026 and will require renewal to continue after that date.
The remaining 50% supports divisional operations, including scheduling, registration, and administrative coordination for credit and non-credit health programs.
The successful candidate will demonstrate exceptional communication, data management, and problem-solving skills while working collaboratively with faculty, staff, students, and external partners to advance the division's mission and ensure operational excellence.
PVCC desires applicants with a commitment to the community college mission; teaching, learning, and student success.
Duties and Responsibilities:
Division Administrative Support (50%)

• Manage the day-to-day operations of the Health and Life Sciences Division office.
• Serve as the primary administrative support to the Dean and division faculty.
• Maintain the Dean's calendar, schedule meetings, and coordinate communications.
• Assist with registration, enrollment adjustments, and record management for allied health students.
• Coordinate course scheduling, classroom and lab assignments, and faculty workload entries in SIS.
• Support accreditation activities, advisory board meetings, and divisional events such as pinning ceremonies and information sessions.
• Prepare and distribute reports, correspondence, and meeting documentation.
• Serve as a welcoming and knowledgeable point of contact for students, faculty, and community partners.

Earn to Learn Program Coordination (50% - Grant Funded)

• Coordinate all aspects of PVCC's Earn to Learn program under the direction of the Dean and Grant Director
• Serve as liaison with Earn to Learn coordinators at UVA Health, Sentara Martha Jefferson Hospital, and the VCCS
• Manage student participant records, eligibility documentation, and tracking systems.
• Schedule and facilitate monthly coordination meetings with college and healthcare partners.
• Collaborate with the Grant Director and state coordinators to collect data and prepare reports.
• Support recruitment, orientation, and onboarding for Earn to Learn students.
• Maintain compliance with all grant reporting, audit, and documentation requirements.
• Assist with program evaluation, outcome tracking, and communication to internal and external stakeholders.

Special Assignments
May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.
KSA's/Required Qualifications

• Administrative support experience, preferably in higher education or healthcare
• Strong proficiency with Microsoft Office Suite, Google Workspace, and data management tools
• Excellent organizational, communication, and problem-solving skills
• Strong written and oral communication abilities
• Experience with data management and grant reporting.
• Strong interpersonal skills and ability to collaborate effectively across departments and partner institutions.
• Ability to manage sensitive and confidential information with professionalism

Additional Considerations

• Additional education in business, education, or a related field
• Experience with grant administration or workforce development initiatives.
• Familiarity with the Virginia Community College System (VCCS) and Student Information System (SIS)
• Experience in a healthcare, academic, or public service setting.

Operation of a State Vehicle No
Supervises Employees No
Required Travel
minimal
Posting Detail Information
Posting Number CLS_4084P
Recruitment Type General Public - G
Number of Vacancies 1
Position End Date (if temporary)
Job Open Date 10/10/2025
Job Close Date 10/17/2025
Open Until Filled
Agency Website pvcc.edu
Contact Name
Email
Phone Number
Special Instructions to Applicants
In support of the Commonwealth's commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth's Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter. To request an AHP Letter, use this link: or call DARS at 800-552-5019, or DBVI at 800-622-2155
Additional Information
Background Check Statement Disclaimer
The selected candidate's offer is contingent upon the successful completion of a criminal background investigation, which may include: fingerprint checks, local agency checks, employment verification, verification of education, credit checks (relevant to employment). Additionally, selected candidates may be required to complete the Commonwealth's Statement of Economic Interest. For more information, please follow this link:
EEO Statement
The Virginia Community College System (VCCS) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, political affiliation, veteran status, sexual orientation, gender identity or other non-merit factors.
ADA Statement
The Virginia Community College System (VCCS) is an Equal Employment Opportunity employer and complies with the Americans with Disabilities Acts (ADA and ADAAA), to provide, reasonable accommodation to applicants in need of access to the application, interviewing, and selection processes when requested.
E-Verify Statement
VCCS uses E-Verify to check employee eligibility to work in the United States. You will be required to complete an I-9 form and provide documentation of your identity for employment purposes.
Quicklink for Posting
Supplemental Questions
Required fields are indicated with an asterisk (*).
Applicant Documents
Required Documents * Resume

• Cover Letter/Letter of Application

Optional Documents * Alternative Hiring Process Letter

Skills Required