Academic Administrative Assistant

Tennessee Board of Regents•Knoxville, TN

2d•$35,340 - $43,090•Hybrid

About The Position

This position provides administrative support for the Nursing Department, including departmental staff and the Dean, full-time and adjunct faculty, as well as both Radiology and Surgical Tech programs. Responsibilities include supporting operations across the Strawberry Plains, Magnolia Avenue, and Blount County campuses; coordinating special events; and assisting with the maintenance of student records. This position is primarily based at the Strawberry Plains campus although responsibilities can shift to any campus based on department, School, and/or College need.

Requirements

A minimum of an Associate’s Degree with 3 years of administrative/office/customer or student service experience or a High School diploma and 5 years administrative/office/customer or student service experience.
Years of Experience: 3-5 or more years of professional administrative experience, preferably in higher education as noted by degree requirements.
The ability to communicate clearly and concisely in person and/or on the telephone, exercising tact, patience, discretion, and a professional demeanor
The ability to function productively in an ever-changing, high-stress, fast-paced environment with numerous interruptions
The ability to take initiative, work independently, make decisions, and display dependability in follow-through
The ability to prioritize and manage multiple tasks concurrently and meet deadlines
The ability to work with a diverse group of students, faculty, staff, colleagues, alumni, and visitors
Demonstrated organizational skills; accuracy and efficiency in filing and maintaining records
Experience with data management, design of program materials and website updates
The ability to engage in the College’s mission and values

Nice To Haves

Certified Administrative Professional certification (CAP) is a plus as is Microsoft certification in Office or specific applications such as Excel.
On the job training will be required for college specific software and processes.

Responsibilities

Performs administrative duties required for the operation of the Department of Nursing and Health Sciences.
Handles confidential and non-routine information, understand and explain college policies when necessary.
Prepares various types of reports for supervisor's approval, compiling information and analyzing data from a variety of sources, including surveys (student, employer).
Maintains complex departmental databases including learning Management systems for clinical requirements for faculty and students.
Screens visitors and telephone calls for director.
Screens nursing mail; opens and prioritizes mail; reroutes mail to appropriate individuals.
Provide administrative, clerical and technical support to the dean, director, and academic coordinators and all faculty and staff within the school.
Screens visitors in person or on the phone, and provides assistance, takes messages or directs to other individuals or departments as appropriate.
Create and maintain relevant reports and documentations as needed.
Secure required acknowledgements and maintain record of contracts.
Effectively and accurately use Microsoft suite products (word, PowerPoint, Excel, Teams, OneDrive, SharePoint, etc.) to assure the performance of tasks with a high level of organization and functionality.
Assist in the planning and arranging of special events held or sponsored by the academic school such as advisory board meetings.
Schedule conference rooms and other areas through 25Live reservation system for meetings and other academic school gatherings.
Attend meeting held within the academic school, take and disseminate minutes, and organize catering arrangements when needed.
Takes minutes at faculty meetings.
Assist in maintaining departmental personnel and student records including recruitment, (scheduling interviews).
Control and assign offices, assign building/office/classroom keys, faculty clinical, ID badges, obtain office supplies, obtain telephone access for full-time faculty.
Updates and maintains faculty employment documentation including CPR, licensures, FAQ’s, continuing education courses in the Brightspace Nursing Documentation course.
Creates, receives, reviews and maintains data bases containing student records.
Coordinates and tracks student, background check and drug screen completion on all nursing students, keeping strict confidentiality.
Provides factual information regarding programs, services, and eligibility requirements.
Creates, maintains, and updates computerized department files and records (e.g., NCLEX data, graduation applications, etc.) for reports, future projects and to aid in departmental decision making.
Serve on committees as appointed, volunteer to assist campus groups, most notably Support Staff Council.
Collaborate with other academic schools, departments, and divisions across the College to create an environment conducive to institutional success.
Assists with graduation and orientation activities (and other events as needed).
Other duties as assigned to fulfill the strategic priorities and mission of the College.

Benefits

Insurance Options: Health, Dental, Vision, Life, Short/Long-term Disability, FSA/HSA
Wellness Incentive Program, if enrolled in health plan
Educational Assistance: Fee Waiver, Spouse/Dependent discounts, Audit/Non-Credit, Reimbursement Program
Employee Assistance Program
Retirement Options: Tennessee traditional pension plan option (TCRS), 401k with $100 company match, 457, 403b
Employee Discount program with over 900+ companies
14 Paid Holidays/Year Includes paid days off the last week of December
Sick Leave Bank
Longevity Pay
Many opportunities for professional development