Administrative Assistant 3 (Social and Behavioral Sciences)

Tennessee Board of Regents (TBR); Memphis (TN); On-site; USD 32,000 - 42,000; Full time

Job summary

Southwest Tennessee Community College in Memphis seeks an Administrative Assistant 3 in the Social and Behavioral Sciences department. This full-time clerical role provides office support, serves as the first point of contact for visitors and students, and maintains calendars, files, and correspondence for the department.

The successful candidate will have strong Microsoft Office skills, excellent communication, and the ability to handle confidential information with discretion.

Qualifications

• High School Diploma required.
• 2+ years of office experience.
• Background check required.
• Preferred: Associate or Bachelor's degree.
• Experience in higher education is a plus.

Responsibilities

• Serve as office receptionist: answer and route calls, emails, and in-person inquiries.
• Interact with students, faculty, staff, vendors, and community partners.
• Manage the department’s schedule and calendar; set meetings and appointments.
• Open, log, sort, distribute, and track mail and checks.
• Prepare, process, and track invoices, contracts, and requisitions with vendors.
• Handle travel arrangements and event planning (conferences, meetings, workshops).
• Provide word processing, copying, scanning, faxing, and report generation.
• Order and manage office supplies and assist with requisitions.
• Maintain filing systems for confidential materials and meeting notes.
• Coordinate Student Refund Appeals: track in database, request docs, notify parties of decisions.
• Assist with audits by preparing documentation for auditors.
• Prepare meeting agendas, take minutes, and maintain records.
• Provide outstanding customer service to faculty, staff, students, and the public.

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.

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.

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