The purpose of the Audit & Consulting Team Office Manager position is to provide administrative support to the Audit and Consulting Team with audits, consulting projects and other assignments, and to support auditors by using paraprofessional skills for certain audit tasks. Responsibilities include: Taking the lead in all aspects of the Audit and Consulting Team •Ensure all office operations and procedures are anticipated, organized, and completed timely •Schedule all meetings for the department •Manage all duties related to the P-Card and procurement •Prepare, submit, and file forms and agreements •Conduct all duties related to the budget: monthly reconciliation and forecasts •Perform personnel administration in a professional and confidential manner •Administer all record keeping and other administrative tasks as assigned Working closely with the Director on all tasks, including calendar, to-do lists and daily commitments •Create all administrative deliverables related to Audit Committee, State Board for Community Colleges, etc., meetings and presentations •Manage and schedule all interactions of the Director •Provide support to the Director in meeting preparation, daily responsibilities, and calendar maintenance Serving in a variety of roles related to the performance of internal audit and other projects by the Audit and Consulting Team •Serve as "Champion" for Audit Management Software •Conduct all audit-related administration including distributing reports to recipients and state agencies •Serve as main contact for state agencies including the Office of the State Inspector General and the Auditor of Public Accounts •Administer the annual Risk Assessment process •Demonstrate excellent editing, proofreading and grammar skills Providing administrative support to all aspects of the Audit & Consulting Teamâ™s Quality Assurance Improvement Program •Maintain the departmental manual •Assist in the Quality Assurance Improvement Program (QAIP) •Record information from quality meetings •Participate in annual QAIP reviews
Knowledge: •Considerable knowledge of the principles and practices of office and workflow management •Basic understanding of the auditing process •Ability and willingness to acquire familiarity with the International Standards for the Professional Practice of Internal Auditing (the Standards) and the Code of Ethics developed by the Institute of Internal Auditors (IIA) •Knowledge of business writing fundamentals Skills: •Excellent computer skills, including a high degree of proficiency in Microsoft Word, Excel, Outlook, and PowerPoint •Strong listening, understanding and note-taking skills •Strong time management skills •Strong communication skills (including oral communication, written communication and active listening) •Strong organization and planning skills •Attention to detail and problem solving Abilities: •Work well independently and as part of a team •Develop effective working relationships with all employees and management that encourage teamwork and collaborative interaction in a professional manner with team members and audit clients •Actively continue growth and improvement regarding requirements of the position Competencies: Professionalism: Demonstrates a professional demeanor at all times and exhibits integrity, objectivity and business maturity whether working alone or in a team environment. Professionalism includes: •Exhibiting sound character and values including integrity, objectivity, and honesty •Using sound professional judgment •Maintaining confidentiality •Building relationships with others based on trust •Taking personal responsibility for actions Personal Attributes: Must have a strong commitment to ethics (both professionally and personally) and be self-motivated, dependable and reliable while recognizing limitations and seeking advice Management: Effectively performs work and maintains priorities. Must be able to successfully complete tasks to meet objectives and deadlines and encourage teamwork and cooperation while establishing an effective working and cooperative relationship with audit clients and staff Functional: Actively continues growth and improvement regarding requirements of the position. Must possess a desire to learn new techniques and demonstrate a strong work ethic with a continuous emphasis on improving service and value Communication: Must respect and cooperate with others. Must be an excellent communicator able to create and deliver clear instructions, anticipate needs of others, develop effective means to convey oral and written thoughts, and use tact when dealing with others •A high school diploma or equivalent •A combination of relevant education and experience that provides the required level of knowledge, skills and ability to successfully perform the functions of the job •Excellent time management skills and ability to multi-task and prioritize •Knowledge of business writing fundamentals
Internal Number: 15464
About System Office
Virginia's Community College's educate 240,000 credit students annually and over 170,000 non-credit students at 23 Community Colleges with over 40 campus locations throughout the Commonwealth. Our mission is to provide comprehensive higher education and workforce training programs and services of superior quality. These programs are financially and geographically accessible to meet the individual, business, and community needs of the Commonwealth.