Title: Administrative Assistant

Institution: Volunteer State Community College

Job Summary:

To provide support for the Economic Development and Strategies division by performing office administrative and clerical duties and delivering excellent customer service to ensure the efficient operation of the division.

Job Duties:

Provides support for the Economic Development and Strategies division by performing office administrative and clerical duties. Acts as point of contact for the department to the public and to other College offices. Collects and/or compiles data for reports and correspondence. Coordinates with office staff to answer telephones and provide information, distribute incoming mail and paperwork, submit work orders for department, schedule meetings and events, maintain records and filing systems, monitor and order office supplies and equipment, prepare meeting agendas, attend meetings and record minutes as needed. Works collaboratively with other staff support personnel to create, maintain, and update office procedure manuals and train as needed. Responsible for the following duties as appropriate: Prepares/routes forms and operational records for budgets, grants, contracts, purchasing, audits, and personnel actions. Assists with materials related to department budget, purchasing, and Procard documentation. Assists with items related to committee assignments. Makes arrangement and preparation for travel, conferences, appointments, special events or other business activities. Enters student registration data, collects and receipts registration fees, and prepares daily deposits. Prepares course/workshop materials, evaluations, and reports. Monitors the Contract/Invoice Payment Report for accuracy and timelines; Batch settlements; Banner reconciliation. Cultivates, maintains and updates the Employer Prospect Report and Email Marketing Lists. Compiles and assists with reporting for THEC hours and the monthly division dashboard including monthly/quarterly profitability reports. Provides assistance with the KEY Series (Keep Educating Yourself), including communication, registration, and customer service. This position will be trained as a Building Coordinator which involves directing building occupants in the event of an emergency or crisis. Other duties as assigned. 

Minimum Qualifications:

High school diploma or GED equivalent.

Preferred Qualifications:

Associate's degree.
Certified Administrative Professional (CAP) Certification.
Experience in higher education.
Experience with Banner.
Minimum of one year of experience in an office environment.

Knowledge, Skills, and Abilities:

Knowledge of administrative procedures and filing systems.
Excellent oral and written communication skills.
Ability to use business English and Math effectively.
Proficient in Microsoft Office applications.
Ability to multi-task in fast paced environment and handle confidential information.
Ability to handle difficult situations and establish effective working relationships.
Ability to adapt, learn, and utilize new computer software programs and understand new and changing policies and procedures adopted by the College.
Be committed to a positive customer service philosophy.
Must be detail oriented, highly organized and self-motivated.

Pay Rate: $34,736 - $41,684 annual salary depending on experience

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

• Insurance:  Health, Dental, Vision, Life, Disability (long and short term), FSA/HSA
• Wellness Incentive Program (if enrolled in Health)
• Educational Assistance:  Fee Waiver, Spouse/Dependent Discounts, Tuition Reimbursement
• Employee Assistance Program
• Longevity Pay
• Retirement Options:  State of TN Pension (TCRS), 401a, 401K with up to $50/month match, 403b, and 457
• 14 Paid Holidays/Year
• Annual Leave (if applicable)
• Sick Leave
• Sick Leave Bank
• State Employee Discount Program with over 900 merchants

Special Instructions to Applicants:

Unofficial transcripts are acceptable for the application process. Official transcripts will be required upon hire.

Applicants may be subject to a background check.