Administrative Assistant

Title: Administrative Assistant

Institution: Volunteer State Community College

Job Summary:

To provide support for the dean and department faculty and staff by performing office administrative and clerical duties and delivering excellent customer service to ensure the efficient operation of the academic division.

Job Duties:

Provides support for the Dean and department faculty and staff by performing office administrative and clerical duties. Acts as point of contact for the department to the public and to other College offices. Collects and/or compiles data for reports and correspondence. Coordinates with office staff to answer telephones and provide information, distribute incoming mail and paperwork, submit work orders for department, schedule meetings and events, maintain records and filing systems, monitor and order office supplies and equipment, prepare meeting agendas, attend meetings and record minutes as needed. Works collaboratively with other staff support personnel to create, maintain, and update office procedure manuals and train as needed. Responsible for the following duties as appropriate: Prepares/routes forms and operational records for budgets, grants, contracts, purchasing, audits, and personnel actions. Assists dean with materials related to department budget, purchasing, and Procard documentation. Assists dean with items related to committee assignments and promotion/tenure cycles. Makes arrangement and preparation for travel, conferences, appointments, special events or other business activities. Processes/submits pre and post semester paperwork for off-campus instruction travel. Contacts faculty each semester regarding office hours, grades, and required trainings. 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:

High School diploma or equivalent.

Preferred Qualifications:

One (1) year of related office experience.
Associate's degree.
Certified Administrative Professional (CAP) Certification.
Experience in higher education.
Experience with Banner.

Knowledge, Skills, and Abilities:

Knowledge of administrative procedures and filing systems.
Excellent oral and written communication skills.
Ability to use business English and Math effectively.
Proficient in Microsoft Office applications.
Ability to multi-task in fast paced environment and handle confidential information.
Ability to handle difficult situations and establish effective working relationships.
Ability to adapt, learn, and utilize new computer software programs and understand new and changing policies and procedures adopted by the College.
Be committed to a positive customer service philosophy.
Must be detail oriented, highly organized and self-motivated.

Unofficial transcripts are acceptable for the application process. Official transcripts will be required upon hire.

Applicants may be subject to a background check.

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