Administrative Secretary - Applied and Innovative Technology Division

Tennessee Board of Regents•Oak Ridge, TN

5d•Onsite

About The Position

The Administrative Assistant provides comprehensive administrative and operational support to the Dean, program directors, faculty, and students within the division. This position manages office operations, maintains records and schedules, coordinates communication, monitors budgets and faculty workload processes, and serves as a resource for college policies, procedures, and technology. The role supports student onboarding, accreditation and scheduling activities, faculty and adjunct administration, and ensures efficient day-to-day division operations through strong organizational, communication, and problem-solving skills. Candidates should possess an associate degree, proficiency with office software systems, and the ability to handle confidential information with professionalism and discretion.

Requirements

Associate degree.
Knowledge and expertise using a variety of office-related computer software packages.
Prior office experience required.

Nice To Haves

Prior work in an educational setting preferred.
Prior experience utilizing Banner preferred.

Responsibilities

Manage calendars, meetings, and deadlines efficiently.
Maintain accurate filing systems and records.
Prioritize tasks and adapt to changing demands in a fast-paced environment.
Review incoming mail and forward items not needing the supervisor’s attention.
Exhibit professional verbal and written communication skills.
Prepare clear correspondence and reports.
Use multiple communication methods, both written and verbal, to facilitate division operations and ensure duties and tasks are completed on time.
Independently draft all correspondence, both routine and complex.
Maintain confidentiality and handle sensitive information appropriately.
Collaborate effectively with colleagues and foster positive working relationships.
Exercise sound judgement and resolve routine issues with professionalism and initiative.
Work with the Dean to ensure ongoing operation of the Division Office.
Work with the Dean to finalize the semester workload with the faculty roster that accompanies the workload report.
Assist with maintaining the Dean’s calendar.
Ensure ongoing communication with Dean regarding duties/responsibilities and leave time.
Complete travel form for the Dean and faculty.
Work with program directors to ensure timely completion and submission of adjunct paperwork.
Assist program directors with preparation for accreditation site visits.
Serve as a resource to assist program directors with completion of required forms (food forms, travel, field trip, hire package).
Notify Program Directors about due dates for semester course schedule, projecting adjunct faculty needs, IDEA Evaluation timeline, and other needed information.
Serve as a resource to assist program directors and faculty with completion of required forms (food forms, travel, field trip, hire package).
Provide training and troubleshooting assistance to faculty/staff on the use of copiers, computers, and other technological hardware and software.
May assist the faculty with the preparation of materials for both classrooms use and for other general and office purposes.
Assist with the onboarding of students as needed.
Assist with calling and emailing students enrolled in classes that have been canceled.
Be responsive to student requests/inquiries.
Maintain and monitor budget expenditure and make reports as required.
Pull faculty contracts through FFLAC each semester.
Prepare a faculty roster that accompanies the workload report.
Develop and maintain personnel, financial, statistical, and other important records.
Research policies, procedures, and guidelines for supervisor and faculty.
Maintain and organize faculty information required to teach (licensure, etc.).
Collect Syllabi for SACSCOC accreditation.
Finalize semester schedule changes by the deadline.
Monitor and maintain inventory of supplies, forms: initiate ordering process as necessary.
Respond to incoming telephone inquiries, provide relevant information, and direct calls to the appropriate personnel as necessary.
Develop and maintain office filing system.
Input the schedule into Banner. Make changes as needed.
Pick up the division mail daily.