FT Administrative Assistant to Vice President of Academic Affairs

FT Administrative Assistant to Vice President of Academic Affairs


Halifax Community College
100 College Drive
Weldon, NC 27890
Phone: 252-536-2551

Job Location

100 College Drive

Weldon, NC  27890


Commensurate with experience


State of NC

Job Category

  • Clerical

Application Period

Opens: Friday, August 26, 2022
Closes: Wednesday, October 26, 2022

Target Start Date

Thursday, September 1, 2022

Expected Work Hours

8:00 a.m.-5:00 p.m.

Reports to

VP Academic Affairs

Employment Type


Minimum Qualifications

Associate Degree in Office Administration, Information Technology, Business Administration, Accounting, Education, or closely related field from a regionally accredited institution of higher learning
High school diploma and two years of administrative experience

Preferred Qualifications

Three years of related work experience
Excellent verbal and written communication skills
Handle multiple tasks in a timely manner/ highly organized
Meet the demands of a highly computerized workplace
Ability to work independently and in teams
Strong interpersonal skills
Thorough knowledge of office practices, procedures and equipment to include basic accounting practices to track budget and expenditures
Proficiency in Microsoft Office products and experience using word processing, developing spreadsheets, developing presentations, and using database software applications.

Position Description

45%     Office Management

Maintain the Vice President of Academic Affairs' calendar of meetings, appointments, and other daily events and perform general administrative assistant duties to include answering telephone/ recording messages for the Vice President of Academic Affairs, as well as greeting and directing office visitors appropriately.

Process incoming mail each day, checking contracts, requisitions, travel, etc. for accuracy, and maintaining required supplies and materials necessary for the operation of the Vice President of Academic Affair's office.

Prepare travel, purchase requisitions, memos and outside correspondence for the Vice President of Academic Affairs' office.

Maintain the filing systems for the files located in the office of the Administrative Assistant to the Vice President of Academic Affairs.

Appropriately handle, transfer and maintain confidential hard/electronic class files, keeping private data secure.

Process leave requests and check monthly leave reports for those employees that report directly to the Vice President of Academic Affairs.

Attend and take minutes of the Academic Affairs Subcommittee of the BOT meetings and other meetings as assigned.

Attend and take minutes of the Academic Affairs Subcommittee of the BOT meetings and other meetings as assigned.

15% Aviso Administrator

Serve as HCC’s Aviso administrator for creating and deleting user accounts and troubleshooting issues that surface.
Manage and configure Aviso software, submit support tickets as needed, and provide updates to stakeholders regarding enhancements, new features, and early alerts.
Oversee training of personnel in the use of Aviso software.

15% Curriculum Programs of Study

Enter and maintain curriculum programs of study that have received North Carolina Community Colleges Systems approval & curriculum committee approval and are offered by Halifax Community College (HCC) into Colleague.

Assist with the preparation of new curriculum proposals when needed.

5% Facilitate Faculty Book Selections with Bookstore

5% Serve as the Backup for Coordinating the Course Offering Listing for Each Semester

5% Professional Development

Pursue and complete professional development activities that relate to position when a 

5%  Support of Mission/Related Responsibilities

Serve on a College committee.

Participate in College events and activities.

Support and participate in the College's Quality Enhancement Plan (QEP).

5%  Additional Responsibilities

Maintain courses offered by HCC in Colleague.

Assist with the logistics and planning of faculty professional development days/events organized by the Office of Academic Affairs.  Perform other duties as assigned by the Vice President of Academic Affairs as assigned.

How to Apply

MUST READ Special Instructions and Additional Information to Applicants:All applications for this position must be submitted directly via our online application system at https://www.schooljobs.com/careers/halifaxcc. Applications submitted through third party sites will not be accepted. Application packets for employment must be submitted by 5:00 p.m. on the closing date. If multiple applications are submitted to an individual posting, only the most recent application received prior to the posting close date will be accepted. Resumes are not accepted in lieu of state applications. "See Attached Resume", etc. will result in an incomplete application. Resumes, cover letters, and all transcripts listed on application must be uploaded with your application.To receive credit, all relevant experience must be included in the work history section of the application. Any information omitted from the application but included in the resume will not be considered for qualifying credit. Persons eligible for Veteran's Preference must submit a copy of Form DD-214.  

Job Post Contact

Applications will only be accepted through: