Administrative Assistant IV

Tennessee State University; Nashville (TN); On-site; USD 31,000 - 37,000; Full time

Job summary

Tennessee State University is seeking an Administrative Assistant IV to provide high-level administrative support to the Dean of Graduate Studies and the School of Graduate and Professional Studies at Main Campus in Nashville. The role requires strong organizational, communication, and confidentiality skills, plus experience coordinating meetings, admissions, and travel.

This full-time position offers a stable higher education environment and opportunities to assist with graduate programs and

Qualifications

• Graduation from high school or equivalency ( GED ).
• Minimum of three (3) years of administrative experience.
• Effective interpersonal and communication skills, both oral and written.
• Ability to manage multiple projects and priorities effectively.
• Ability to compose correspondence and reports with minimal supervision.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams.
• Ability to establish and maintain effective working relationships with students, faculty, staff, and external stakeholders.

Responsibilities

• The Administrative Assistant IV provides advanced administrative and operational support to the Dean and the School of Graduate and Professional Studies.
• Coordinate daily office operations, manage communications, maintain records, and support academic and administrative functions.
• Prepare agendas, minutes, and other official documents; schedule meetings, appointments, and events; draft reports and correspondence.
• Support graduate admissions, student recruitment initiatives, orientation programs, commencement activities, and student engagement efforts.
• Assist with budget-related activities by tracking expenditures, maintaining financial records, and preparing supporting documentation.
• Coordinate faculty travel arrangements and reimbursement processes; utilize Banner, Dynamic Forms, and other enterprise applications to support departmental operations.
• Serve as liaison between the School of Graduate and Professional Studies and internal/external stakeholders; maintain confidentiality in a fast-paced environment.

Skills

Office administration

Communication skills

Organizational skills

Multi-tasking

Microsoft Office

Interpersonal skills

Education

High school diploma

GED equivalency

Tools

Banner

Dynamic Forms

Job description

Thank you for selecting
Tennessee State University
as your Employer of Choice

Please see Special Instructions for more details.

Employment is contingent upon successfully completing a criminal background check as mandated by Tennessee State University.

Official transcripts for positions which require a post-secondary undergraduate degree, advanced degree and/or certification must be presented upon hire.

An unofficial transcript may be attached in the “Transcript” section.

You will be required to provide names and contact information for three references during your application to the posting. If you are the recommended candidate for the position, our online hiring system will automatically generate solicitation for these letters using contact information you provided.

Position Information

Position Title

Division

Division College of Graduate Studies

Department

Department Dean of Graduate Studies

Number of hours per week

Number of hours per week 37.5

Days to be worked

Months per year

Months per year Fiscal (12 months)

If modified, list months

Job Type

Job Type Full-Time

Campus

Campus Main Campus

If other location, please indicate

Position Number

Position Number 084770

Advertised Salary

Advertised Salary $30,712.50 - $36,855.00

Pay Basis

Pay Basis Semi-Monthly

Job Description

The Administrative Assistant IV provides advanced administrative and operational support to the Dean and the School of Graduate and Professional Studies. This position is responsible for coordinating daily office operations, managing communications, maintaining records, and supporting academic and administrative functions. The incumbent serves as a key liaison among university departments, faculty, staff, students, and external stakeholders while ensuring efficient and professional office operations.

Duties include composing and preparing routine and non-routine correspondence, memoranda, reports, presentations, and other official documents; scheduling and coordinating meetings, appointments, workshops, recruitment activities, and special events; and preparing agendas, maintaining records, and drafting meeting minutes for administrative review. The Administrative Assistant IV is responsible for maintaining student, personnel, financial, and statistical records in accordance with university policies and procedures and ensuring the confidentiality of sensitive information.

The position processes graduate assistantship contracts, personnel documents, travel authorizations, purchasing requests, and other university forms and transactions. Responsibilities also include monitoring office communications, responding to telephone calls and email inquiries, greeting visitors, and providing information and assistance to students, faculty, staff, and external constituents.

The Administrative Assistant IV supports graduate admissions, student recruitment initiatives, orientation programs, commencement activities, and other student engagement efforts. The incumbent assists with budget-related activities by tracking departmental expenditures, maintaining financial records, and preparing supporting documentation for administrative review.

Additional responsibilities include coordinating faculty travel arrangements and reimbursement processes; utilizing university systems such as Banner, Dynamic Forms, and other enterprise applications to support departmental operations; serving as a liaison between the School of Graduate and Professional Studies and internal and external stakeholders; and performing other duties as assigned to support the mission and goals of the School and the University.

The successful candidate must demonstrate strong organizational, communication, and customer service skills; the ability to manage multiple priorities simultaneously; proficiency with office technology and university systems; attention to detail; sound judgment; and the ability to maintain confidentiality while working effectively in a fast-paced higher education environment.

Minimum Qualifications

Graduation from high school or equivalency ( GED ).

Minimum of three (3) years of administrative experience.

Effective interpersonal and communication skills, both oral and written.

Ability to manage multiple projects and priorities effectively.

Ability to compose correspondence and reports with minimal supervision.

Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams.

Ability to establish and maintain effective working relationships with students, faculty, staff, and external stakeholders.

Special Instructions to Applicants

Employment is contingent upon successfully completing a criminal background check as mandated by Tennessee State University.

Official transcripts for positions which require a post-secondary undergraduate degree, advanced degree and/or certification must be presented upon hire.

An unofficial transcript may be attached in the “Transcript” section.

You will be required to provide names and contact information for three references during your application to the posting. If you are the recommended candidate for the position, our online hiring system will automatically generate solicitation for these letters using contact information you provided.

Open Date

Open Date 09/30/2026

Close Date

Close Date 10/21/2026

Job Category

Requisition Number

Tennessee State University offers eligible employees a competitive benefits package that includes annual leave (vacation), sick leave, medical, dental, vision, life insurance, retirement, flexible benefits plans and more.

Required fields are indicated with an asterisk (*).