Executive Administrative Assistant

Southwest Tennessee Community College
March 17, 2023
Offerd Salary:Negotiation
Working address:N/A
Contract Type:Other
Working Time:Full time
Working type:N/A
Ref info:N/A

We have an opening for an Executive Administrative Assistant at our Southwest Tennessee-Macon Cove campus!

This is a full-time, administrative support position reporting to the Chief Strategy Officer/Chief of Staff (COS/CoS) & AVP, Institutional Advancement & Resource Development and provides office and clerical support for effective, efficient and successful operation of the office.

Southwest Tennessee Community College is a comprehensive, multicultural, public, open—access college. Southwest has 7 campuses/centers from which it offers over 100 programs and over 20 technical certificate programs.

We foster student success, transform lives, and increase the educational level of a diverse community in Shelby County. Southwest is a Tennessee Board of Regents institution, accredited by the Commission on Colleges of the Southern Association of Colleges and Schools.

This role will be responsible for the following:

Essential Job Functions:

  • Facilitates the efficient utilization of the CSO/CoS and AVP time through development and coordination of a complex calendar of appointments, meetings, social engagements, and College and community functions with individuals and groups.
  • Promotes a positive image of the College by greeting and receiving visitors to the CSO/CoS office, responding to inquiries from diverse College constituents, providing authoritative information regarding College policies or decisions, referring inquiries or problems to the appropriate office or person, resolving problems, and following up to determine the inquirer's satisfaction with the response.
  • Serves as a liaison between College administrators, private officials, various boards, faculty, staff, students, and the various constituents served by the College by communicating and/or interpreting policy, decisions, and documents issued by the College; gathering information and providing information to the CSO/CoS and AVP, and representing the Office on select College and civic committees.
  • Safeguards the confidentiality of College administration by exercising discretion in communicating information.
  • Coordinates the flow of incoming communications and outgoing communications by receiving, routing, and/or responding to incoming communications and determining the appropriate office, department, or agency for outgoing communications.
  • Serves as event coordinator for various functions.
  • Facilitates efficient and cost-effective official travel for the CSO/CoS and AVP by making travel arrangements and preparing associated expense reports.
  • Provides information for reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in useable and understandable formats.
  • Prepares correspondence for distribution or approval and signature, checking the documents for completeness and accuracy.
  • Assists with development and management of the budgets under control of the CSO/CoS Office.
  • Performs records management of the paper and electronic filing system by overseeing the filing system, creating files and records as necessary using judgment and knowledge of office requirements, updating files and records, determining retention and purging schedules, and retrieving files and documents as needed.
  • Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
  • Remains competent and current through self-directed professional reading, developing professional relationships with colleagues, attending professional development seminars, and attending training and/or courses as required by the CSO/CoS and AVP.
  • Contributes to the overall success of the College by performing other essential duties and responsibilities as assigned
  • Provides outstanding customer service to faculty, staff, students and general public.
  • Opens, logs-in, sorts, and logs-out all mail.
  • Prepares and processes routine business forms and paperwork associated with CSO/CoS and AVP offices
  • Efficiently manages files.
  • Effectively communicates with and provides follow-up with students, faculty, staff and the general public.
  • Ability to create aesthetically pleasing presentations using PowerPoint, Canva, and other presentation software
  • Creates monthly and annual reports to support the work of the CSO/CoS and AVP, Institutional Advancement
  • May perform other duties as assigned.
  • The intent of this job description is to provide a representation of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

    Candidates who are called for an interview must notify Human Resources in writing at least five (5) days in advance of any reasonable accommodation needed prior to the date of the interview .

    First consideration will be given to current Southwest Tennessee Community College employees who meet the minimum qualifications for the position.

    Position Requirements:

    • Associate's Degree Required; Bachelor's Degree preferred.

    • Four (4) or more years' experience in an office setting (experience in higher education

    office preferred).

    • Working knowledge of Microsoft Word, PowerPoint and Excel Software; Experience with Canva a plus

    • Excellent human relations skills and able to work collaborative and proactively as part of an effective team

    • Excellent time management and organizational skills.

    • Excellent communication skills (verbal and written).

    • A background check will be required for the successful candidate

    The Salary Range for the position is: Commensurate with college pay scale

    In order to be considered for the position, the following items must be uploaded:

  • Resume
  • Cover letter
  • Unofficial Transcripts
  • A summary of our benefits can be found below:

    https:// www. southwest.tn.edu/hr/benefits/overview.htm

    Incomplete applications will not be considered.

    If you are interested, click on the link below to apply.

    Southwest Tennessee Community College is a TBR and AA/EEO employer and does not discriminate against students, employees, or applicants for admission or employment on the basis of race, color, religion, creed, national origin, sex, sexual orientation, gender identity/expression, disability, age, status as a protected veteran, genetic information, or any other legally protected class with respect to all employment, programs and activities.

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