Academic Administrative Assistant

The Chronicle Of Higher Education, Inc.; Knoxville (TN); On-site; USD 35,000 - 43,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Retirement options

Job summary

Pellissippi State Community College seeks an Academic Administrative Assistant to provide essential administrative support for the Nursing and Health Sciences department across Strawberry Plains, Magnolia Avenue, and Blount County campuses. The role focuses on office management, data handling, and coordination of student records and events.

The position requires a minimum Associate’s Degree with 3 years of admin experience or a high school diploma with 5 years of relevant work.

Qualifications

• Associate’s Degree with 3 years administrative/office/customer or student service experience, or a High School diploma with 5 years administrative/office/customer or student service experience.

Responsibilities

• Provide office and administrative support for the nursing department and dean, coordinating campus operations and records.
• Manage and maintain department databases, reports, and student records including recruitment activities and background checks.
• Plan events, schedule rooms, take minutes, and assist with faculty and staff support across campuses.

Skills

Office administration

Communication

Organization

Multitasking

Data management

Recordkeeping

Education

Associate’s Degree

High School diploma

Tools

Microsoft Office

Job description

Title: Academic Administrative Assistant

Number of Positions: 1

Department: Nursing and Health Sciences

Classification: 3 on campus

Pay Rate: $35,340-$43,090/per year. Pay will be determined based on related work experience above required. To be considered in determining pay, all related work experience must be listed on the application.

Required Documents Needed to Upload at Time of Application: Resume, transcripts and three professional references.

Reference check requirements: Three (3) professional references, two (2) of which should be former or current supervisors and (1) professional reference.

Personal references (friends, clergy, customers, relatives) are not considered acceptable references.

A professional reference such as a previous or current co-worker may be used as one of the references.

Position Summary: To provide administrative support for the Nursing Department, including departmental staff and the Dean, full-time and adjunct faculty, as well as both Radiology and Surgical Tech programs. Responsibilities include supporting operations across the Strawberry Plains, Magnolia Avenue, and Blount County campuses; coordinating special events; and assisting with the maintenance of student records. This position is primarily based at the Strawberry Plains campus although responsibilities can shift to any campus based on department, School, and/or College need.

Essential Functions:

45% Office Management: Performs administrative duties required for the operation of the Department of Nursing and Health Sciences. Handles confidential and non-routine information, understand and explain college policies when necessary. Prepares various types of reports for supervisor's approval, compiling information and analyzing data from a variety of sources, including surveys (student, employer). Maintains complex departmental databases including learning Management systems for clinical requirements for faculty and students. Screens visitors and telephone calls for director. Screens nursing mail; opens and prioritizes mail; reroutes mail to appropriate individuals.45% Administrative Support: Provide administrative, clerical and technical support to the dean, director, and academic coordinators and all faculty and staff within the school. Screens visitors in person or on the phone, and provides assistance, takes messages or directs to other individuals or departments as appropriate. Create and maintain relevant reports and documentation as needed. Secure required acknowledgements and maintain record of contracts. Effectively and accurately use Microsoft suite products (word, PowerPoint, Excel, Teams, OneDrive, SharePoint, etc.) to assure the performance of tasks with a high level of organization and functionality. Assist in the planning and arranging of special events held or sponsored by the academic school such as advisory board meetings. Schedule conference rooms and other areas through 25Live reservation system for meetings and other academic school gatherings. Attend meeting held within the academic school, take and disseminate minutes, and organize catering arrangements when needed. Takes minutes at faculty meetings. Assist in maintaining departmental personnel and student records including recruitment (scheduling interviews). Control and assign offices, assign building/office/classroom keys, faculty clinical, ID badges, obtain office supplies, obtain telephone access for full-time faculty. Updates and maintains faculty employment documentation including CPR, licensures, FAQ’s, continuing education courses in the Brightspace Nursing Documentation course. Creates, receives, reviews and maintains databases containing student records. Coordinates and tracks student, background check and drug screen completion on all nursing students, keeping strict confidentiality. Provides factual information regarding programs, services, and eligibility requirements.5% Collaboration: Creates, maintains, and updates computerized department files and records (e.g., NCLEX data, graduation applications, etc.) for reports, future projects and to aid in departmental decision making. Serve on committees as appointed, volunteer to assist campus groups, most notably Support Staff Council. Collaborate with other academic schools, departments, and divisions across the College to create an environment conducive to institutional success. Assists with graduation and orientation activities (and other events as needed).5% Other duties as assigned to fulfill the strategic priorities and mission of the College.

Job Requirements:

A minimum of an Associate’s Degree with 3 years of administrative/office/customer or student service experience or a High School diploma and 5 years administrative/office/customer or student service experience.

Certified Administrative Professional certification (CAP) is a plus as is Microsoft certification in Office or specific applications such as Excel. On the job training will be required for college-specific software and processes.

Years of Experience : 3-5 or more years of professional administrative experience, preferably in higher education as noted by degree requirements.

Part-time work experience is calculated at 50% credit off full-time work experience.

The College reserves the right to assign every employee work that fulfills the strategic priorities and mission of the College.

Skills/Abilities:

• The ability to communicate clearly and concisely in person and/or on the telephone, exercising tact, patience, discretion, and a professional demeanor
• The ability to function productively in an ever-changing, high-stress, fast-paced environment with numerous interruptions
• The ability to take initiative, work independently, make decisions, and display dependability in follow-through
• The ability to prioritize and manage multiple tasks concurrently and meet deadlines;
• The ability to work with a diverse group of students, faculty, staff, colleagues, alumni, and visitors
• Demonstrated organizational skills; accuracy and efficiency in filing and maintaining records
• Experience with data management, design of program materials and website updates
• The ability to engage in the College’s mission and values

Physical Demands:

Must be able to lift 5 lbs. Job may require travel between college site campuses as needed.

Voluminous telephone calls from and to prospective and current students, colleagues, faculty and staff, in addition to daily walk-in traffic requires auditory acuity. Employee duties require computer competency and attention to detail. Daily correspondence to multiple constituencies, student records accessed in banner, and various confidential documents are reviewed daily for accuracy and departmental requirements. Spreadsheets, flyers, background checks, drug screens and other departmental documentation created and reviewed use color to clarify results. However, it would be possible to perform the job duties without color detection.

Hazards: This position may occasionally interact with students or employees who are experiencing challenging or sensitive situations, including unresolved concerns.

Full-time Employment Benefits:

• Insurance Options: Health, Dental, Vision, Life, Short/Long-term Disability, FSA/HSA
• Wellness Incentive Program, if enrolled in health plan
• Educational Assistance: Fee Waiver, Spouse/Dependent discounts, Audit/Non-Credit, Reimbursement Program
• Employee Assistance Program
• Retirement Options: Tennessee traditional pension plan option (TCRS), 401k with $100 company match, 457, 403b
• Employee Discount program with over 900+ companies
• 14 Paid Holidays/Year Includes paid days off the last week of December
• Sick Leave Bank
• Longevity Pay
• Many opportunities for professional development

Pellissippi State Community College does not discriminate on the basis of race, color, religion, creed, ethnicity or national origin, sex, sexual orientation, gender identity/expression, pregnancy, disability, age (40+), status as a protected veteran, genetic information, or any other class protected by Federal or State laws and regulations and by Tennessee Board of Regents policies concerning all employment and education programs and activities. View the nondiscrimination policy. For questions or concerns, please contact George Underwood at [e-mail] or 865-539-7354.

If you have any problems or questions, please contact Human Resources at Pellissippi State Community College’s Human Resource Office at 865-694-6607 or by email at [e-mail].