Administrative Assistant

Tennessee Board of Regents; Montana; On-site; USD 36,000 - 43,000; Full time

Benefits offered by this job

Health, Dental, Vision insurance

Tuition Reimbursement

Longevity Pay

Pension options

Job summary

Volunteer State Community College is seeking an Administrative Assistant to support the dean and department staff with clerical duties and exceptional customer service. This role serves as the primary contact for the department, coordinates schedules, travel, and events, and maintains office procedures.

The position involves data collection for reports, budget-related tasks, and collaboration with staff to ensure efficient operations within the academic division.

Qualifications

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

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 and/or compiles data for reports and correspondence.
• Coordinates with office staff to answer telephones and provide information, distribute incoming mail, schedule meetings and events, maintain records and filing systems, monitor and order office supplies and equipment.
• Prepares/routes forms and operational records for budgets, grants, contracts, purchasing, audits, and personnel actions.
• Assists dean with materials related to department budget, purchasing, and Procard documentation.

Skills

Communication

Administrative procedures

MS Office

Filing systems

Multitasking

Confidential information

Customer service

Detail oriented

Education

Associate degree

CAP Certification

Tools

Banner

Microsoft Office

Job description

Open Full-time 35,778–42,935 USD per year as stated in the posting

Open — Tennessee Board of Regents has a posting for this job.

About this job

Title: Administrative Assistant

Institution: Volunteer State Community College

Job Summary:

To provide support for the dean and department faculty and staff by performing office administrative and clerical duties and delivering excellent customer service to ensure the efficient operation of the academic division.

Job Duties:

• 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 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 dean with materials related to department budget, purchasing, and Procard documentation.
• Assists dean with items related to committee assignments and promotion/tenure cycles.
• Makes arrangement and preparation for travel, conferences, appointments, special events or other business activities.
• Processes/submits pre and post semester paperwork for off-campus instruction travel.
• Contacts faculty each semester regarding office hours, grades, and required trainings.
• 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 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 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: $35,778 - $42,935 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 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.

Each posting applies separately and lists its own pay.

35,778–42,935 USD per year as stated in the posting