Provides administrative support for the External Affairs division and serves as the Executive Assistant II to the Vice President of External Affairs. Facilitates and oversees the daily operations of the External Affairs office under the Vice President's leadership and supports the division’s program directors as needed. Assists with and manages the daily activities and needs of the Vice President. Prioritizes and manages multiple projects regularly, both during and outside of normal work hours. Work is carried out with minimal supervision and requires the incumbent to exercise independent judgment and discretion.

Duties and Responsibilities:

Provides general assistance to the Vice President of External Affairs in the following areas:

Interacts with internal or external constituents as directed by the Vice President, including administration, faculty, staff, students, and vendors.

Receives, directs, and assists visitors and incoming telephone calls; provides procedural information as needed; assists in solving problems for students, faculty, staff, and the public; screens visitors and telephone calls for the Vice President.

Support the daily needs and schedule of the Vice President of External Affairs.

Maintains the Vice President’s calendar; makes appointments and travel arrangements; plans and arranges events or meetings as directed by the Vice President. Records, prepares, and distributes minutes for meetings conducted by the Vice President and others as requested.

Manages and maintains departmental calendar to track employee leave and important departmental appointments and events.

Manages mail and package distribution for the department and records receipt of purchases.

Receive incoming communication or memos on behalf of the Vice President of External Affairs, review content, determine importance, and summarize and/or distribute content to appropriate staff.

Coordinate and execute the daily operations of the External Affairs Office. Manage the office's schedule of events and the calendar for the Vice President of External Affairs.

Arrange travel and accommodations for the Vice President of External Affairs.

Prepare and edit correspondence, communications, presentations, and other documents.

Reconciles the Vice President's procurement card and orders office supplies for the department.

Completes daily financial records for the department, including monitoring adherence to policy for purchases by others in the department; ensures the completion of all required forms; and informs the Vice President of any budget or purchasing matters.

Assist with budget management by tracking expenses, processing invoices, and preparing financial reports.

Provide budget updates for the Office of External Affairs.

Schedule meetings for internal and external individuals. Attend the meeting if needed. Take notes and record minutes.

Assist in the planning and coordination of departmental events, such as meetings, workshops, conferences, fundraisers, and team-building activities.

Support department members with various tasks and projects to help achieve departmental goals and objectives.

Serve as a liaison between division members and other departments or external parties, facilitating effective communication and coordination.

Maintain departmental records, files, and databases, and ensure that information is organized and easily accessible when needed.

Receive and prepare correspondence and other highly confidential and sensitive communications.

Review operating practices and implement improvements where necessary.

Supports the Vice President of External Affairs, organizes and executes alumni affairs scholarship fundraising, and manages the alumni scholarship budget.

Maintains the alumni database.

Works with the Athletics Department to assist in planning alumni recognition events and creating and maintaining the alumni hall of fame.

Represents the College at various events as needed.

Other duties as assigned.

Working Conditions:

At times active. Must be able to lift up to 25 pounds. Some outdoor work is required (i.e. assistance at golf tournaments). Occasional night and weekend work required.

Required Qualifications:

Excellent communication, organization, telephone and interpersonal relationship skills. Candidate

must be detail-oriented and have excellent follow-through skills. Knowledge of grammar, spelling, and a “can do attitude” are necessary. Must be able to handle quick changes in priorities and a fast-paced environment.

Minimum Requirements of Education and Experience:

High school diploma or GED with prior work experience in an administrative professional position.

Preferred Qualifications

An associate degree and at least three years of administrative professional experience. A CAP certification is also preferred, as well as a working knowledge of the following software programs: Microsoft Word, Excel, PowerPoint, Outlook, and Banner. Experience with Adobe Creative applications (InDesign, Photoshop, Illustrator) preferred. The ability to assist with copywriting, creating, and editing PR/marketing materials.

Minimum starting salary is $37,800 annually ($19.38 per hour). With additional experience pay increases to a maximum of $45,400. 

Dyersburg State offers a comprehensive benefits package, including but not limited to the following:

• Vacation and Sick Leave
• 14 paid holidays
• Medical, dental, vision and life insurance
• Retirement plans
• Optional 401K and 403B Deferred Compensation Plans
• Educational benefits for the employee and their spouse and dependents
• State Employee Discount Program with over 900 merchants

Special Instructions to Applicants:

To be considered for this position applicant must submit an application, a resume, cover letter, and transcripts if applicable.   Unofficial transcripts are acceptable for the application process; but official transcripts are required upon hire. You also must provide the contact information for a minimum of three (3) professional references.

Your skills, abilities, qualifications, and years of experience will be evaluated using only what is recorded on your application. Incomplete applications will not be considered.

A completed satisfactory background check will be required before hire. 

Dyersburg State Community College is a TBR and AA/EEO employer and does not discriminate against students, employees, or applicants for admission or employment on the basis of race, color, religion, creed, national origin, sex, sexual orientation, gender identity/expression, disability, age, status as a protected veteran, genetic information, or any other legally protected class with respect to all employment, programs and activities.