Temporary Part-Time Administrative Assistant

Pellissippi State Community College; Knoxville (TN); On-site; USD 21,000 - 29,000; Part time

Job summary

Pellissippi State Community College is seeking a Temporary Part-Time Administrative Assistant to support the Workforce & Community Development department at Hardin Valley Campus. The role includes clerical duties, event and facility rental coordination, and assisting with registrations and invoicing.

Responsibilities cover travel, purchasing, and customer service while maintaining records and supporting instructors.

Qualifications

• High school diploma or equivalent required.
• Associate’s degree preferred.
• Excellent customer service and organizational abilities are essential.
• Ability to learn and use college systems quickly (CampusCE, 25Live, Office365, Ed2Go, Protrain, LERN).

Responsibilities

• Provide clerical, administrative, and technical support to the WCD department leadership and instructors.
• Assist with travel authorizations, requisitions, and purchase orders.
• Manage rental processes, including inquiries, applications, and invoicing for facility use.
• Process registrations and payments for WCD offerings; issue receipts and materials as needed.
• Support course enrollment documents and general office operations.
• Deliver responsive customer service to prospective non-credit students and community members.

Skills

Customer service

Multi-tasking

Prioritization

Adaptability

Telephone etiquette

Email etiquette

Organizational skills

Team player

Office practices

Computer programs (quick learner)

Education

High school diploma or equivalent

Associate’s degree preferred

Tools

CampusCE

25Live

Office365

Ed2Go

Protrain

LERN

Job description

Title: Temporary Part-Time Administrative Assistant

Department: Workforce & Community Development

Campus: Hardin Valley Campus

Closing Date: Open Until Filled

Type of Appointment: Temporary Part-time

Pay Rate: . $`18.12 per hour

Work Hours: 30 hours per week

Position Summary

Temporarily provide clerical, administrative, and technical support for the management and instructors of Workforce and Community Development, in addition to supporting the registration process for continuing education and workforce training courses and the rental application and invoicing for Pellissippi State's rooms/physical spaces by non-college affiliated organizations.

Duties and Responsibilities

40%- Provide administrative and clerical support to the Executive Director and other directors in the WCD department. Assist with travel authorizations/claims, requisitions and purchase orders, letters of agreement for workforce training, departmental mail distribution, adjunct instructor contracts, maintaining training records, and daily operations of office.

25%- Answer phone and/or emails to collect pertinent information from external clients/potential customers to assist in scheduling external rentals for the college's facilities on four campuses. Provide preliminary information and refer to Event Services for additional assistance. Collect facility usage applications and upload the initial request in the college's scheduling software, 25Live.

In conjunction with Event Services, communicate approval of request by sending email detailing arrangements made on behalf of the group/event and estimated costs in an official confirmation of the reservation.

Communicate via email request denials to client, along with an explanation for the reason as it pertains to policies and procedures

20%- Take registration and payment information and process credit card transactions for individuals requesting that assistance in registering for WCD classes. Assist in confirming registrations and payments for third-party online course vendors as needed. Provide receipts or special information as requested by student. Email or mail pre-course assignment materials for specific types of lifelong learning courses.

5%-Provide customer service in Workforce & Community Development for prospective non-credit students, community members, businesses and industry.

5%- Along with other WCD staff, prepare course enrollment documents for faculty and students (i.e., class roster/attendance sheets, handouts, evaluations, certificates, etc.).

5%- Submit invoices to the business office for all rentals at the end of each month. Other duties as assigned.

Required Qualifications

A high school diploma or equivalent is required. An Associate's Degree is preferred

Skills and Abilities

• Must have excellent customer service skills and ability to work with a diverse range of clientele in a fair and consistent manner;
• Ability to multi-task while still being detail-oriented;
• Ability to work independently and effectively prioritize;
• Ability to maintain a positive attitude, remain flexible and able to adapt well to change;
• Ability to exercise proper telephone and email etiquette and protocol to communicate clearly and work with college staff on all levels-from upper management to supervising student workers;
• Have excellent organizational skills in information and record management
• Be a team player;
• Possess knowledge of modern office practices and procedures.
• Must be able to learn and become proficient and computer programs quickly (incl. but not limited to CampusCE, 25Live, Office365, 3rd party vendors (Ed2Go, Protrain, LERN) etc.);
• Able to engage in the college's mission and values

Note

The College reserves the right to assign every employee work that fulfills the strategic priorities and mission of the College

Pellissippi State Community College does not discriminate on the basis of race, color, religion, creed, ethnicity or national origin, sex, sexual orientation, gender identity/expression, pregnancy, disability, age (40+), status as a protected veteran, genetic information, or any other class protected by Federal or State laws and regulations and by Tennessee Board of Regents policies concerning all employment and education programs and activities. View the nondiscrimination policy. For questions or concerns, please contact George Underwood at [e-mail] or 865-539-7354.

If you have any problems or questions, please contact Pellissippi State Community College's Human Resource Office at 865-694-6607 or by email at [e-mail].