Senior Administrative Assistant

Motlow; Gallatin (TN); On-site; USD 39,000 - 47,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Retirement options

Paid holidays

Job summary

Volunteer State Community College in Gallatin, TN seeks a Senior Administrative Assistant to manage OSHA financial reporting, student records, and OSHA Training Institute compliance, while assisting instructors and coordinating registration.

This role requires strong data entry, Excel/Access skills, and the ability to supervise work-study students, monitor office workflow, and support the Division of OSHA operations.

Qualifications

• Associates degree (or higher) required or equivalent experience.
• Experience in office environment and data handling preferred.
• Strong data entry and computer skills essential.

Responsibilities

• Monitors, reconciles, and reports division revenues and expenditures.
• Provides registration assistance for OSHA courses and serves as a student resource.
• Prepares OSHA reports and processes registrations and completion cards.
• Maintains student/course data and responds to inquiries about OSHA operations.
• Oversees work study students and monitors office workflow.

Skills

Data entry

Word

Excel

Access

Interpersonal skills

Communication

Office equipment operation

Education

Associate degree or higher

High school diploma or equivalent with office experience

Tools

Word

Excel

Access

Job description

Title: Senior Administrative Assistant

Institution: Volunteer State Community College

Job Summary:

This position is responsible for all OSHA financial reporting, accuracy of financial and student records, and for OSHA Training Institute Education Center compliance and documentation. The position serves as a student and community resource for all OSHA instruction, providing information and registration assistance. The position assists adjunct faculty, monitors office workflow, and oversees work study students.

Job Duties:

Monitors, reconciles, and reports division revenues and expenditures. Serves as a student resource for OSHA course instruction. Provides assistance to OSHA faculty for instructional and administrative processes. Prepares OSHA reports, logs student and course data, and processes OSHA completion cards. Responds to student and community inquiries for OSHA course related operations and functions. Orders supplies and materials for division administrative and instructional operations. Enters student registration data and processes registrations. Monitors office workflow and oversees work study students. Assists with the execution and compliance of the OSHA Outreach Portal. Assists the Director of OSHA with internal audits, student surveys, instructor evaluations. Works with the marketing and public relations division to promote OSHA courses. Responsible for managing THEC reporting data related to OSHA. Assists the Director with the submission of monthly federal OTIEC reports. 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:

Associates degree (or higher) with one year of office experience OR High school diploma or equivalent with three years of office experience.

Preferred Qualifications:

Associates degree (or higher).

Knowledge, Skills, and Abilities:

Strong data entry and computer software skills in Word, Excel, and Access.
Ability to monitor and reconcile financial records.
Evidence of strong interpersonal and communication skills, maturity.
Skills in operating general office equipment.
Evidence of adaptability and ability to manage multiple priorities.
Commitment to customer service.

Pay Rate: $39,352 - $47,222 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
• 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.