Administrative Assistant 3

Tennessee Board of Regents•Chattanooga, TN

4d•$38,298 - $45,000•Onsite

About The Position

The Administrative Assistant 3 serves as the primary support staff for the Social and Behavioral Sciences Division and assists the division in the intentional pursuit of the College’s purpose, mission, and values under the guidance of the division dean.

Requirements

High School Diploma or Equivalent
Two years of secretarial experience
Ability to support the Social and Behavioral Sciences Division in a manner that reflects the values of the College.
Ability to communicate clearly and effectively across audiences.
Ability to present information clearly and concisely with excellent oral, written, and interpersonal communication skills.
Understanding of, or willingness to develop, effective approaches to supporting students.
Ability to work collaboratively and to make decisions, both independently and as part of a team.
Ability to adapt to changing circumstances.
Ability and desire to focus on continuous improvement and to support the Social and Behavioral Sciences Division through cycles of plan, do, check, and adjust (PDCA).
Knowledge of modern office practices, procedures, and operation of standard office equipment (computer, multi-line telephone, printer/copier/scanner, etc.).
Knowledge of business English and mathematical calculations for rate and percent.
Ability to organize information using a variety of digital tools such as word processing programs, spreadsheets, and data entry software.
Demonstrates strong attention to detail.
Ability to manage time well, to organize and manage multiple office functions, to prioritize multiple tasks and projects to meet deadlines.
Ability to maintain confidentiality.

Nice To Haves

Associate’s Degree
Experience in higher education setting
Certified Administrative Professional credential

Responsibilities

Assists dean and department head in obtaining support and resources for students, as needed.
Familiarity with holistic support for students outside the classroom. These supports include Admissions and Records, Enrollment Services Center, High School Programs, Recruiting and Orientation, Career Services, Student Support Center, Student Conduct, Student Life, Multicultural and International Services, Adult Student Services, and the Center for Accessibility and Disability Services.
Creates partnerships with key internal organizational units to assist the College in meeting students’ needs.
Ensure that services and activities are designed to be accessible and responsive to the needs of all users.
Performs general clerical duties such as typing, copying, filing, answering telephone, taking messages, routing calls, greeting visitors, providing appropriate information.
Schedules/monitors work of student workers, temporary employees, and/or clerical employees.
Promotes, supports, and participates in student recruitment and retention efforts.
Supports the responsible fiscal stewardship of the funds allocated to the Social and Behavioral Sciences Division.
Prepares financial contracts (e.g., adjunct faculty, dual-services contracts, contracts for additional pay, etc.).
Establishes and maintains filing system of various records (e.g., financial, statistical, personnel records, etc.).
Monitors budget expenditures; balances monthly financial reports; compiles and maintains records for annual and revised budgets.
Maintains supplies and equipment including various forms, service contracts, office supplies, etc.
Provides support in the Social and Behavioral Sciences Division aligning with the College’s values.
Fosters a positive and effective organizational environment aligned with college goals.
Supports the Social and Behavioral Sciences Division’s efforts to apply best practices in providing effective services and support for students, faculty, and staff.
Assists in defining accountability measures that align with expectations and provide a cycle of feedback that focuses on continuous improvement.
Supports the dean and department head in the ongoing review of the Social and Behavioral Sciences Division’s work to support continuous improvement and excellence.
Maintains an office environment that is open, inviting, and professional; takes initiative and seeks advice on process improvement.
Provides routine and complex administrative clerical support including researching, compiling, and reconciling information for various reports.
Summarizes documents for supervisor/department staff.
Assists in the construction and review of semester course schedules.
Coordinates events, travel arrangements, appointment schedules.
Performs other job-related duties as assigned.