Administrative Assistant 3 (Social and Behavioral Sciences)

Tennessee Board of Regents•Memphis, TN

13d•Onsite

About The Position

This is a full-time support position reporting to the Department Chair, Administration. The Administrative Assistant 3 provides office and clerical support to ensure the efficient, effective, and successful operation of the Social and Behavioral Sciences Department. The position serves as the first point of contact for visitors, students, faculty, staff, and community partners, performing a variety of clerical, administrative, and customer service tasks.

Requirements

High School Diploma
Four (2) or more years of office experience
Background check required for successful candidates.

Nice To Haves

Associate or Bachelor’s degree.
Experience working in higher education.

Responsibilities

Serve as office receptionist: answer and appropriately route telephone calls, emails, and in-person inquiries.
Interact and communicate professionally with students, faculty, staff, vendors, and community partners.
Manage the department’s schedule and calendar; set meetings and appointments as directed.
Open, log, sort, distribute, and track all incoming and outgoing mail and checks.
Prepare, process, and track routine business forms, invoices, and contracts, including entering requisitions and corresponding with vendors.
Handle travel arrangements, reimbursements, and special event planning (e.g., conferences, meetings, workshops).
Provide word processing, copying, scanning, faxing, and report generation.
Order and manage office supplies; assist others with requisitions and typing projects.
Establish, maintain, and archive both digital and paper filing systems for sensitive and confidential materials, meeting notes, and project files.
Coordinate Student Refund Appeals: enter and track appeals in the database, review for accuracy, communicate with students for additional documentation, submit to committees, and notify students and departments of final decisions.
Assist with audits by preparing documentation and providing contractual commitments to auditors.
Prepare meeting agendas, attend meetings, record minutes, and maintain accurate records.
Provide outstanding customer service to faculty, staff, students, and the general public.
Efficiently manage files, maintain current contact lists, and update distribution lists.