Administrative Assistant 3 (Technologies)

Tennessee Board of Regents•Memphis, TN

3d•Onsite

About The Position

This full time, permanent fiscal year clerical support position provides essential administrative and operational assistance to the department. The Administrative Assistant 3 serves as a personal assistant to departmental leadership, manages daily clerical functions, and ensures efficient workflow. Responsibilities include overseeing or coordinating the work of student workers and temporary employees, managing office communications, and responding to telephone inquiries by providing information or directing callers appropriately.

Requirements

High School graduate or equivalent.
Two years of clerical or secretarial experience.
Valid Driver License.
Knowledge of modern office practices, procedures, and equipment.
Knowledge of administrative procedures and filing systems.
Ability to use business English effectively.
Ability to interact and work with co-workers, faculty, staff, students, and the general public.
Ability to type accurately from plain copy and from rough draft.
Ability to calculate arithmetic accurately.
Ability to establish and maintain effective working relationships.
Ability to express ideas clearly and concisely.
Office Management ability.
Basic Computer skills.
Excellent oral and written communication skills.

Nice To Haves

Associate's Degree.
Clerical or secretarial experience in higher education.
Professional Administrative Certification of Excellence (PACE) certified, by the American Society of Administrative Professional (ASAP).

Responsibilities

Greets visitors, determines the nature of their business, assists them, and directs them to the appropriate personnel.
Interacts daily with faculty, staff, and students to support departmental operations.
Checks and coordinates the work of student workers, temporary employees, and lower level clerical staff.
Maintains and orders office supplies and materials as needed.
Monitors and responds to routine emails.
Prepares correspondence, purchase orders, forms, reports, and other documents.
Answers and routes telephone calls, providing routine information as appropriate.
Reviews incoming correspondence and reports, determining appropriate disposition.
Assembles information for departmental reports and projects.
Screens calls, takes messages, and routes them to the appropriate staff member.
Communicates with internal and external agencies on matters related to the department.
Manages multiple calendars and schedules; coordinates travel arrangements; maintains departmental filing systems.
Researches policies, procedures, and guidelines for the Dean and Executive Director.
Retrieves, opens, and distributes daily mail.
Attends staff meetings and prepares agendas and minutes.
May perform other duties as assigned.