Job Title: Administrative Assistant 3 of IDEAS

Salary Range: $34,362 - $41,235

Institution: Walters State Community College - Morristown Campus (Employees are assigned to a “home” location but may occasionally or regularly be required to work at other WSCC locations.)

Job Purpose: The purpose of this position is to provide comprehensive administrative, clerical, and receptionist support for the Department of IDEAS. The Administrative Assistant manages the department’s daily office operations, including reception, communication, scheduling, document processing, and travel authorization. This position also serves as the human resources liaison for new and returning adjunct faculty, coordinating applications, credentialing documentation, and other required employment materials to ensure timely and accurate processing.

Essential Job Functions:

• Provides comprehensive administrative assistance to staff, faculty, and adjunct faculty within the Department of IDEAS. Greets and assists walk-in visitors, directs incoming calls, and provides general information and customer service. Prepares purchase requisitions, receipts, and invoices for all departmental procurements. Performs document management tasks, including printing, copying, and scanning. Compiles and distributes monthly budget analysis reports and manages all travel arrangements and processes for IDEAS personnel.
• Coordinates the adjunct faculty application process. Reviews applications for completeness, communicates with applicants regarding missing documentation, and routes applications to appropriate deans for review. Prepares and distributes applicant correspondence, including approval, disapproval, or interview letters. Maintains a current database of approved adjunct faculty for dean access and files faculty evaluations each semester. 
• Collaborates with staff, deans, and department heads to identify and process new adjunct faculty hires. Loads adjunct faculty into Banner for scheduling and assignment. Distributes, collects, and verifies employment and payroll documentation to ensure accuracy and timely processing. Creates and maintains personnel files, scanning and uploading materials to Banner. Processes transcripts by redacting personally identifiable information (PII) and updating the SACSCOC database. Coordinates orientation, oversees background checks, and maintains all adjunct personnel records and database updates.
• Maintains comprehensive and compliant faculty records within SACSCOC, MAESTRO, and BDMS databases. Develops and updates adjunct faculty profiles, ensuring the accuracy, and completeness of all educational and credential documentation. Scans, redacts, and uploads official transcripts in accordance with institutional policy and accreditation standards. Prepares and submits MAESTRO faculty credential forms for TN eCampus instructors, coordinates the dean review and approval process, and ensures all approved forms and records are accurately archived each semester. Provides administrative and technical support for TN eCampus faculty credentialing, assists with student inquiries, and collaborates with academic leadership in the planning, coordination, and documentation of faculty evaluations. 
• Assists with adjunct faculty payroll by collecting, reviewing, and distributing W-4 and direct deposit forms. Verifies employment details related to dual service and retirement eligibility that may affect payroll. Supports ARGOS report preparation to ensure accurate final payroll processing each month. 
• Plans and coordinates departmental meetings and events. Submits requisitions for printing and event materials, prepares venues, and provides on-site support and hospitality. Assists with the setup and logistics for the fall and spring Adjunct Convocations, including decorations and venue arrangements. 
• Maintains a comprehensive master document of teaching terms, courses, degree updates, pay-level adjustments, years of service, and related information for adjunct faculty. Ensures ongoing accuracy and reporting readiness.
• May perform other duties as assigned.

Required Qualifications:

• Associate's degree in Business, English or related field
  
• Four to seven years of experience in a related career field
  
• Proficiency in Microsoft Office, OneNote, Banner, and Adobe Acrobat Pro.
  
• Ability to quickly understand, utilize, and integrate new software/hardware into the day-to-day operations of the department.
  
• Ability to use common office equipment such as fax, printers, scanners, six-way phone system, etc.
  

Preferred Qualifications:

• Any prior job experience in a position that heavily uses Banner, SSB, BDMS scanning, and Microsoft Office Products.

Behavioral Core Competencies:

• Works effectively as team member to achieve goals and objectives.
  
• Shares information readily with others and listens effectively, showing openness to new ideas
  
• Displays a high degree of personal effectiveness; pursues objectives with consistent determination. Willing and prepared to accept personal responsibility for actions, both positive and negative.
  
• Treats team members with respect. Willingly responds to requests for assistance from team members.
  
• Respects the College’s rich heritage and historical achievements by embracing important changes that advance the College’s mission while honoring the past.
  
• Exercises discretion and forethought in the efficient utilization of organizational resources, showing respect for the organization’s generous benefactors and supporters.
  

Leadership & Supervisory: The incumbent directs and monitors the work of student and/or temporary workers each semester. The actions taken in this position are guided by broad policies and procedures, though a supervisor provides general direction. Work is evaluated on short to intermediate-term results, not on procedures used to complete the task.

Environment & Working Conditions: Office environment is temperature controlled with occasional fluctuations, well lit, and free from loud noises and unnecessary interruptions.

Physical Demands (including requirements for travel or working nights/weekends/holidays):

• Large amounts of time spent looking at computer monitors could lead to some eye strain, stress, or headache issues.
• Possible back or muscle strain from lifting office materials or supplies.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties of this job.

REQ# 503636

Posting Closes: Friday, March 6, 2026