Temporary Part-Time Administrative Assistant

Tennessee Board of Regents • Knoxville, TN

1d • Onsite

About The Position

Temporarily provide clerical, administrative, and technical support for the management and instructors of Workforce and Community Development. This role also supports the registration process for continuing education and workforce training courses, and handles rental applications and invoicing for Pellissippi State’s rooms/physical spaces by non-college affiliated organizations.

Requirements

• A high school diploma or equivalent is required.
• Excellent customer service skills and ability to work with a diverse range of clientele in a fair and consistent manner.
• Ability to multi-task while still being detail-oriented.
• Ability to work independently and effectively prioritize.
• Ability to maintain a positive attitude, remain flexible and able to adapt well to change.
• Ability to exercise proper telephone and email etiquette and protocol to communicate clearly and work with college staff on all levels-from upper management to supervising student workers.
• Excellent organizational skills in information and record management.
• Be a team player.
• Possess knowledge of modern office practices and procedures.
• Must be able to learn and become proficient and computer programs quickly (incl. but not limited to CampusCE, 25Live, Office365, 3rd party vendors (Ed2Go, Protrain, LERN) etc.).
• Able to engage in the college’s mission and values.

Nice To Haves

• An Associate’s Degree is preferred.

Responsibilities

• Provide administrative and clerical support to the Executive Director and other directors in the WCD department. Assist with travel authorizations/claims, requisitions and purchase orders, letters of agreement for workforce training, departmental mail distribution, adjunct instructor contracts, maintaining training records, and daily operations of office.
• Answer phone and/or emails to collect pertinent information from external clients/potential customers to assist in scheduling external rentals for the college’s facilities on four campuses. Provide preliminary information and refer to Event Services for additional assistance. Collect facility usage applications and upload the initial request in the college’s scheduling software, 25Live. In conjunction with Event Services, communicate approval of request by sending email detailing arrangements made on behalf of the group/event and estimated costs in an official confirmation of the reservation. Communicate via email request denials to client, along with an explanation for the reason as it pertains to policies and procedures.
• Take registration and payment information and process credit card transactions for individuals requesting that assistance in registering for WCD classes. Assist in confirming registrations and payments for third-party online course vendors as needed. Provide receipts or special information as requested by student. Email or mail pre-course assignment materials for specific types of lifelong learning courses.
• Provide customer service in Workforce & Community Development for prospective non-credit students, community members, businesses and industry.
• Along with other WCD staff, prepare course enrollment documents for faculty and students (i.e., class roster/attendance sheets, handouts, evaluations, certificates, etc.).
• Submit invoices to the business office for all rentals at the end of each month. Other duties as assigned.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED