Executive Secretary

Motlow State Community College; Smyrna (TN); On-site; USD 41,000 - 44,000; Full time

Job summary

Motlow State Community College is accepting applications for the position of Executive Secretary in the Business & Finance department at the Smyrna campus. The role supports an EVP/VP/AVP with complex clerical duties, scheduling, and budget oversight.

The ideal candidate has an Associate Degree and 2–3 years of administrative experience, along with strong MS Office skills and confidentiality compliance. This full-time position offers comprehensive benefits.

Qualifications

• Associate Degree from a regionally accredited institution and two (2) years of administrative experience.
• Associate Degree from a regionally accredited institution and three (3) years of administrative experience.

Responsibilities

• Provide complex administrative support for an EVP, VP or AVP and assigned division; manage supplies, vendors, communications, and records.
• Coordinate calendar, travel arrangements, meetings, and campus/community events for executives.
• Plan and implement unit initiatives following best practices and policy.
• Oversee budgets including allocations, travel, purchasing, inventory, and reconciliations.
• Communicate professionally in writing and verbally with confidentiality per FERPA standards.
• Produce deliverables using diverse technical tools; develop knowledge bases and documentation.

Skills

Interpersonal communication

Calendar management

Independent work

Time management

Education

Associate Degree

Administrative experience.x2

Tools

MS Word

MS Excel

MS Access

MS PowerPoint

MS Teams

MS Outlook

Job description

MOTLOW STATE COMMUNITY COLLEGE

is accepting applications for the following position:

Executive Secretary

Business & Finance

Campus: Smyrna

Position number: B99810

Salary: $40,711 to $43,711

Motlow State is located in the beautiful rolling hills of middle Tennessee and has four campuses that serve students from eleven counties. We offer a comprehensive benefits package that includes an excellent retirement package from the state of Tennessee, 401K plan with match, thirteen paid annual holidays in addition to annual and sick leave days, health and dental insurance, tuition discounts, and state employee discounts. Motlow positions are contingent upon funding availability and budget approval.

Provides administrative support to an Executive Vice President, Vice President or Assistant Vice President. Performs complex administrative support duties and complex clerical duties. May oversee the scheduling and job assignment of temporary or part-time clerical employees.

Associate Degree earned from a regionally accredited institution and two (2) years of administrative experience. Experience may be substituted for the required education on a year for year basis up to two years.

Associate Degree earned from a regionally accredited institution and three (3) years of administrative experience. Experience may be substituted for the required education on a year for year basis up to three (3) years.

Major Duties and Responsibilities:

• Provide complex administrative support for an Executive Vice President, Vice President or Assistant Vice President and assigned division. Order and maintain necessary supplies, interact with vendors, facilitate communications with internal and external stakeholders, procure needed materials, inspect and troubleshoot division specific equipment, facilitate any needed repairs from internal or external sources, creation and maintenance of academic, personnel, recruiting, financial, and statistical records. Research and develop deliverables to support Executive and unit. Compile, develop and prepare outgoing correspondence in both electronic and print format.
• Provide administrative support to EVP, VP, AVP, and assigned division related to calendar assistance, scheduling, arranging logistics, and coordinating travel to campus events, community events, meetings, seminars, conferences, and events. Attends, facilitates and operates campus and community events as needed to support the division and executive.
• Plan, coordinate, and implement unit initiatives according to best practices, industry standards, and organizational mission and policy.
• Oversee multiple budgets to include allocations, travel, disbursements, purchasing, receiving, product verification, inventory, disbursements of inventory, loan of inventory, risk management of inventory, account reconciliations, financial reports, and related communication with appropriate stakeholders.
• Communicate verbally and in writing using proper grammar, spelling, proof reading and professional language in all internal and external messaging while maintaining confidentiality and FERPA standards.
• Produce required work deliverables using a variety of technical tools and platforms specific to the supported division meeting required deadlines and quality standards.
• Create, operate, and maintain knowledge bases and databases that advance the college mission and the division's objectives.
• Create, process, submit, and maintain records in accordance with established procedures, deadlines, processes, and policies.
• Other duties as assigned

Knowledge, Skills and Abilities:

• Ability to effectively use interpersonal communication skills with emphasis on the initiation and execution of assigned duties in support of the college mission.
• Ability to work independently and/or as a member of a team, to manage time and resources, to prioritize, focus and shift focus as needed to effectively and efficiently fulfill assigned duties.
• Knowledge and broad understanding of standard accounting procedures including budgets, estimates, price quotes, purchasing, and account reconciliation.
• Knowledge of confidentiality statutes and policies as they apply to FERPA and other institution programs
• Strong computer skills to include proficiency with MS Word, MS Excel, MS Access, MS PowerPoint, MS Teams and MS Outlook. This includes the creation and manipulation of spreadsheets. Ability to learn additional institution and division specific software platforms.
• Ability to produce and disseminate outgoing correspondence in both electronic and print format in accordance with industry standards.
• Ability to provide actionable insight and produce quality deliverables.
• Must be able to independently stand, bend, and lift as necessary to receive, move, unpack, store and use materials weighing up to 30 lbs. and to do so with assistance for materials up to 50 lbs with or without accommodations.
• Ability to conduct research, develop professional reports and prepare presentations of reports and research results for presentation by supported Executive and management staff.

Motlow College is an EEO/Title VI/Title IX/Sections 504/ADA Employer

Motlow State Community College 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.