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Volunteer State Community College

Location: GallatinTN 37066 Document ID: AB455-3P61 Posted on: 2018-10-1310/13/2018 Job Type: Regular

Job Schedule:Full-time
2018-11-12
 

Administrative Associate




Title: Administrative Associate

Position Summary: Employee acts as an administrative assistant to the Dean of Humanities by performing office administrative duties and general to complex clerical duties to enhance the job performance of faculty and staff and to add to the prestige of the Office of Humanities. Assist as a receptionist greeting visitors, answering phone, and distributing mail. Performs general support duties such as preparing correspondence, memorandums, reports, and filing. May also assist with confidential materials related to the division and the division budget.

Duties and Responsibilities: Serves as administrative assistant for the Dean of Humanities by performing office administrative and clerical duties. Works with divisional department chairs regarding course planning for each semester, including entering the schedule into Banner. Generate adjunct and full time faculty contracts through Banner/FLAC interface, the payment summaries and teaching load equivalencies each semester. Prepares forms and operational records for budgets, grants, purchasing, and personnel actions. Makes arrangement and preparation for travel, conferences, appointments, special events or other business activities. Schedule internal/external meetings and events through EMS Virtual Scheduling. Send letter/brochure/information to listing for students who indicate interest in division on website. Process/Submit pre and post semester paperwork for off-campus instruction travel. Process/submit course sub/waiver forms and route for signature. Contact faculty with missing grades each semester. Works with Administrative Assistant in reading and determining disposition of incoming mail, submitting work orders for division, ensure all staff/faculty mandatory trainings are complete, maintaining office functioning, such as maintaining filing systems, taking phone calls, preparing meeting agendas, attending meetings, keeping records, and preparing drafts of meetings for administrative review, reviewing correspondence, memoranda and reports prepared by others for the supervisor's signature. Conducts research for supervisor; compiles, analyzes, and summarizes information for reports and correspondence. Assists Dean in coordinating student workers, temporary employees and/or lower level clerical employees. Communicates and works with other institutional offices. May operate copier, fax machine, scan machine. Generate Class Climate 4.1 student evaluations and scan each semester. Other duties as assigned.

Required Qualifications: High School diploma or GED equivalent. Three (3) years of related secretarial or office experience.

Preferred Qualifications: Associate's degree. Certified Administrative Professional (CAP) Certification.

Knowledge, Skills, Abilities, and Work Characteristics: Knowledge of administrative procedures and filing systems. Excellent oral and written communication skills. Ability to use business English and Math effectively. Proficient in Microsoft Office applications. Ability to multi-task in fast paced environment and handle confidential information. Ability to handle difficult situations and establish effective working relationships. Ability to adapt, learn, and utilize new computer software programs and understand new and changing policy procedures adopted by the college. Be committed to a positive customer service philosophy. Must be detail oriented, highly organized and self-motivated.

Pay Rate: 26,940.00 - 31,360.00 annual salary depending on experience

Posting Date: 11/10/2017

Open until Filled: Yes

Special Instructions to Applicants:

Unofficial transcripts are acceptable for the application process. Official transcripts will be required upon hire.

Applicants may be subject to a background check.

This position to be filled pending budget approval.

To Apply, visit: https://tbr.csod.com/ats/careersite/jobdetails.aspx?site=13&c=tbr&id=5





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