Administrative Assistant 3 (Social and Behavioral Sciences)

Motlow; Memphis (TN); On-site; USD 36,000 - 48,000; Full time

Job summary

Southwest Tennessee Community College is a comprehensive public college serving Shelby County with open access and diverse programs. The Administrative Assistant 3 in Social and Behavioral Sciences provides essential clerical support, acts as the first point of contact for visitors, students, faculty, and community partners, and helps keep the department running smoothly.

This full-time position requires strong organizational skills, attention to confidentiality, and proficiency with Word,

Qualifications

• High School Diploma is required, plus 2+ years of office experience.
• Background check is required for successful candidates.
• Experience in higher education is a plus.

Responsibilities

• Serve as receptionist and route inquiries by phone, email, and in person.
• Manage department calendar and schedule meetings.
• Process mail, invoices, contracts, and requisitions.
• Coordinate travel, reimbursements, and event planning.
• Provide word processing, copying, scanning, and report generation.
• Maintain filing systems and update contact distributions.
• Assist with audits and prepare documentation for reviewers.
• Prepare meeting agendas and record minutes.

Skills

MS Word

PowerPoint

Excel

Communication

Time management

Discretion

Education

High School Diploma

Associate or Bachelor's degree (preferred)

Tools

Invoicing software

Calendar management tools

Job description

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.

We invite you to become a part of the Southwest Team!

Title: Administrative Assistant 3 (Social and Behavioral Sciences)

Employee Classification:Clerical & Secretarial

Institution:Southwest Tennessee Community College

Department: Social and Behavioral Sciences

Campus Location: SWTCC - Multiple Campus Locations

Job Summary

This is a full-time support position reporting to the Department Chair, Administration. The Administrative Assistant 3 provides office and clerical support to ensure the efficient, effective, and successful operation of the Social and Behavioral Sciences Department. The position serves as the first point of contact for visitors, students, faculty, staff, and community partners, performing a variety of clerical, administrative, and customer service tasks.

Job Duties

• Serve as office receptionist: answer and appropriately route telephone calls, emails, and in-person inquiries.
• Interact and communicate professionally with students, faculty, staff, vendors, and community partners.
• Manage the department’s schedule and calendar; set meetings and appointments as directed.
• Open, log, sort, distribute, and track all incoming and outgoing mail and checks.
• Prepare, process, and track routine business forms, invoices, and contracts, including entering requisitions and corresponding with vendors.
• Handle travel arrangements, reimbursements, and special event planning (e.g., conferences, meetings, workshops).
• Provide word processing, copying, scanning, faxing, and report generation.
• Order and manage office supplies; assist others with requisitions and typing projects.
• Establish, maintain, and archive both digital and paper filing systems for sensitive and confidential materials, meeting notes, and project files.
• Coordinate Student Refund Appeals: enter and track appeals in the database, review for accuracy, communicate with students for additional documentation, submit to committees, and notify students and departments of final decisions.
• Assist with audits by preparing documentation and providing contractual commitments to auditors.
• Prepare meeting agendas, attend meetings, record minutes, and maintain accurate records.
• Provide outstanding customer service to faculty, staff, students, and the general public.
• Efficiently manage files, maintain current contact lists, and update distribution lists.

Minimum Qualifications

• High School Diploma
• Four (2) or more years of office experience
• Background check required for successful candidates.

Preferred Qualifications

• Associate or Bachelor’s degree.
• Experience working in higher education.

Knowledge, Skills, and Abilities

• Working knowledge of Microsoft Word, PowerPoint, and Excel.
• Excellent human relations, time management, organizational, and communication skills. Ability to manage sensitive and confidential information with discretion.

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, [e-mail], 737 Union Ave, Memphis, TN 38103, 901-333-5000. See the full non-discrimination policy.