Southwest Tennessee Community College is a comprehensive, multicultural, public, open—access college. Southwest has four campuses/centers from which it offers over 100 programs and over 20 technical certificate programs.

We foster student success, transform lives, and increase the educational level of a growing community in Shelby County. Southwest is a Tennessee Board of Regents institution, accredited by the Commission on Colleges of the Southern Association of Colleges and Schools.

Title: Administrative Support Specialist

Employee Classification: Other Professionals

Institution: Southwest Tennessee Community College

Department: People & Culture

Campus Location: SWTCC - Union Avenue Campus

Job Summary

The Administrative Support Specialist provides front-line administrative and clerical support for the Learning & Organizational Development function within the People & Culture division. This role serves as a primary point of contact for faculty, staff, and external partners, answering phones, responding to inquiries, and providing day-to-day administrative assistance.

In addition to clerical responsibilities, the position coordinates logistics and operational support for professional development programs, ensuring smooth execution and responsive customer service. The role enables instructional designers and learning professionals to focus on facilitation, content development, and high-value work.

Job Duties

• Answer incoming phone calls, greet visitors, respond to email inquiries, and route requests appropriately.
• Provide general administrative support including data entry, filing, document preparation, copying, scanning, and mail distribution.
• Maintain office calendars, schedules, and shared inboxes related to Learning & Organizational Development activities.
• Serve as a first point of contact for questions related to training programs, schedules, and registration.
• Coordinate registration, attendance tracking, and rosters for professional development programs and training sessions.
• Schedule rooms, reserve meeting spaces, and coordinate technology and setup needs across campuses.
• Prepare participant materials, sign-in sheets, certificates, and post-session communications.
• Support recurring programs such as onboarding, supervisor training, leadership development, and institutional events.
• Process purchasing requests, requisitions, invoices, and related documentation in accordance with College policies.
• Coordinate travel arrangements, reimbursements, and required approvals for facilitators, speakers, and staff.
• Maintain records related to expenditures, registrations, and program participation.
• Maintain accurate records and files for learning programs, participation, and compliance documentation.
• Organize and maintain digital resource libraries, shared drives, and program documentation.
• Assist with basic reporting, data entry, and record reconciliation as requested.
• Provide courteous, timely, and professional customer service to faculty, staff, and external partners.
• Distribute communications related to training schedules, confirmations, reminders, and updates.
• Escalate issues or complex requests to appropriate People & Culture staff as needed.

Minimum Qualifications

• Associate’s Degree or Two or more years of experience in an administrative support, clerical, or office support role.
  
• Demonstrated experience answering phones and providing front-line customer service.

Preferred Qualifications

• Bachelor’s Degree
  
• Experience supporting training programs, human resources, or professional development offices.
  
• Familiarity with institutional purchasing, travel, or scheduling systems.

Knowledge, Skills, and Abilities

• Strong clerical and administrative skills with attention to detail and accuracy.
  
• Ability to manage multiple tasks and shifting priorities in a busy office environment.
  
• Strong customer service and interpersonal communication skills.
  
• Proficiency with office productivity tools, scheduling systems, and digital file management.
  
• Ability to follow established procedures while exercising good judgment.
  
• Discretion in handling confidential or sensitive information.

Physical Demands / Working Conditions

• Standard office environment with frequent interaction with faculty, staff, and the public.
  
• Occasional evening or weekend support may be required during major events or programs. Travel between campuses may be required.

The intent of this job description is to provide a representation of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Candidates who are called for an interview must notify Human Resources in writing at least five (5) days in advance of any reasonable accommodation needed prior to the date of the interview.

First consideration will be given to current Southwest Tennessee Community College employees who meet the minimum qualifications for the position.

In order to be considered for the position, the following items must be uploaded:

• Resume
• Cover letter
• Unofficial Transcripts

A summary of our benefits can be found below: 

https://www.southwest.tn.edu/hr/benefits-overview.php

Incomplete applications will not be considered.

The TBR does not discriminate on the basis of race, color, religion, creed, ethnicity, or national origin, sex, disability, age, status as a protected veteran or any other class protected by Federal or State laws and regulations and by Tennessee Board of Regents policies with respect to employment, programs, and activities. 

The following person has been designated to handle inquiries regarding nondiscrimination policies:  LeVetta Hudson, Vice President of People & Culture, myhr@southwest.tn.edu, 737 Union Ave, Memphis, TN 38103, 901-333-5000. See the full non-discrimination policy.