Administrative Assistant

Volunteer State Community College; Gallatin (TN); On-site; USD 36,000 - 43,000; Full time

Benefits offered by this job

Health benefits

Retirement options

Paid holidays

Educational assistance

Sick leave

Annual leave

Sick Leave Bank

State employee discounts

Job summary

Volunteer State Community College seeks an Administrative Assistant to support the dean and department faculty and staff, performing office administrative and clerical duties and delivering excellent customer service to ensure the efficient operation of the academic division.

The role involves coordinating with office staff, handling communications, data collection for reports, scheduling meetings, maintaining records, and assisting with budgets, purchasing, and travel arrangements.

Qualifications

• Excellent oral and written communication skills.
• Proficient in Microsoft Office applications.
• Ability to multi-task in a fast-paced environment.
• Detail oriented, highly organized and self-motivated.

Responsibilities

• Provides support for the Dean and department faculty and staff by performing office administrative and clerical duties.
• Acts as point of contact for the department to the public and to other College offices.
• Collects data for reports; coordinates scheduling and meetings; maintains records.
• Assists with budgets, purchasing, Procard documentation, and travel arrangements.

Skills

Excellent verbal and written comms

Microsoft Office proficiency

Detail oriented

Highly organized

Customer service focus

Ability to multi-task

Professional communication

Education

High School diploma or equivalent

Associate's degree

CAP Certification

Experience in higher education

Tools

Banner

Job description

Administrative Assistant

Volunteer State Community College

Title

Administrative Assistant

Institution

Volunteer State CommunityCollege

Job Summary

To provide support for the dean and department faculty and staff byperforming office administrative and clerical duties and deliveringexcellent customer service to ensure the efficient operation of theacademic division.

Job Duties

Provides support for the Dean and department faculty and staff byperforming office administrative and clerical duties. Acts as pointof contact for the department to the public and to other Collegeoffices. Collects and/or compiles data for reports andcorrespondence. Coordinates with office staff to answer telephonesand provide information, distribute incoming mail and paperwork,submit work orders for department, schedule meetings and events,maintain records and filing systems, monitor and order officesupplies and equipment, prepare meeting agendas, attend meetingsand record minutes as needed. Works collaboratively with otherstaff support personnel to create, maintain, and update officeprocedure manuals and train as needed. Responsible for thefollowing duties as appropriate: Prepares/routes forms andoperational records for budgets, grants, contracts, purchasing,audits, and personnel actions. Assists dean with materials relatedto department budget, purchasing, and Procard documentation.Assists dean with items related to committee assignments andpromotion/tenure cycles. Makes arrangement and preparation fortravel, conferences, appointments, special events or other businessactivities. Processes/submits pre and post semester paperwork foroff-campus instruction travel. Contacts faculty each semesterregarding office hours, grades, and required trainings. Thisposition will be trained as a Building Coordinator which involvesdirecting building occupants in the event of an emergency orcrisis. Other duties as assigned.

Minimum Qualifications

High School diploma or equivalent.

Preferred Qualifications

• One (1) year of related office experience.
• Associate's degree.
• Certified Administrative Professional (CAP) Certification.
• Experience in higher education.
• Experience with Banner.

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 handleconfidential information.
• Ability to handle difficult situations and establish effectiveworking relationships.
• Ability to adapt, learn, and utilize new computer software programsand understand new and changing policies and procedures adopted bythe College.
• Be committed to a positive customer service philosophy.
• Must be detail oriented, highly organized and self-motivated.

Pay Rate

$35,778 - $42,935 annual salarydepending on experience

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

• Insurance: Health, Dental, Vision, Life, Disability (long andshort 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 withup 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.