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.
