Executive Assistant I to the Vice President of Academic Affairs

Title: Executive Assistant I to the Vice President of Academic Affairs

Pay Rate: $34,850 - $42,650.00/per year. Pay will be determined based on related work experience above required. To be considered in determining pay, all related work experience must be listed on the application.

Type of Appointment: Full-Time

Number of Positions: 1

Position #: 650930

Classification: 3

Department: Academic Affairs

FLSA Status: Non- Exempt

Required Documents Needed to Upload at Time of Application:

· Resume

· Unofficial Transcripts

· Three Professional References (See below)

Reference check requirements: Non-supervisory roles: three (3) current or former supervisors

Personal references (friends, clergy, customers, relatives) are not considered acceptable references

Job Summary: This position will be responsible for managing multiple avenues of communication and day to day administrative support on behalf of the office of the Vice President of Academic Affairs. Responsibilities may include, but are not limited to: preparing reports and correspondence, planning and arranging special events, research and problem solving, and serving as liaison to campus and community constituents (faculty, staff, students, and others). This individual will provide executive level scheduling support.

Essential Functions:

40%

Office Responsibilities:

· Responsible for all general office functions, including but not limited to, opening and sorting mail, copying, typing/data entry, processing paperwork for awards, new degree program submissions, and maintaining files.

· Answer all external calls to the vice president. Intake student complaints exercising extreme confidentiality and refer as appropriate to Academic or Student Affairs personnel.

· Maintain the vice president and assistant vice president’s calendars, make appointments, and schedule meetings.

· Maintain updated database on Academic Affairs staff.

· Make travel arrangements for immediate stakeholders and others within the Academic Affairs Division.

· Maintain and verify leave records and reports for academic department deans and directors.

· Create and maintain purchasing, travel, petty cash files for vice president, and assistant vice presidents.

· Prepares contracts for Academic Affairs department.

· Complete/review/prepare/route various forms for internal office functions within the College.

· Coordinate duties with projects involving the president’s office and other division’s support staff as needed.

40%

Academic Leadership Support:

· Review new faculty personnel records and complete faculty qualification form for the VP of Academic Affairs to verify.

· Review, update, and maintain faculty promotion and tenure eligibility annually.

· Prepare correspondence related to promotion and tenure.

· Prepare annual promotion and tenure report for the VP to submit to the TBR.

· Provide updated data to Human Resources, Payroll, President’s Office, and TBR.

· Assist with reviewing and updating college policies based upon TBR/THEC policy.

· Gather information, compile data for THEC and NC-SARA, and file College reports.

· Review and monitor adjunct weekly contact hours, including adjuncts who have temporary, part-time contracts to provide ACA compliance; works with respective deans, directors, and managers to ensure hours comply with policies.

· Provide divisional support for all Foundation grant processes, such as creating contracts and maintaining records for various events.

· Supervise part-time office employee(s) as needed.

· Coordinate with division support staff in joint projects/reports.

· Prepare and distribute minutes for Academic Leadership Team.

· Audit minutes files for program advisory committee meetings.

· Assist with developing, reviewing, and maintaining Adjunct In-service handbook. Review and revise based upon policies and procedures and for accuracy and consistency. Proof and publish final copies.

· Assist with annual development and review of non-curriculum sections of the college catalog. Update as necessary based upon policies and procedures.

20%

Special Projects:

· Plan, coordinate, and carry out special projects and events as requested by the vice president.

· Create visuals and supporting documents for the vice president in coordination with Marketing and Communications.

· Develop timelines for projects and events by coordinating schedules, determining dates, securing space, preparing work orders for setups, and writing letters, invitations, and programs. These projects and events may include other departments and divisions at the College and inclusion in events such as in-service, trainings, celebrations, and recognitions.

Note: The College reserves the right to change or reassign job duties, or combine positions at any time.

All employees are expected to engage in strategic institutional efforts related to diversity, equity, and inclusion of marginalized students.

Key Result Areas:

Some of the measurable outcomes expected from this job include production of timely and accurate materials, reports, correspondence. Furthermore, these must be researched/produced/signed/routed to the appropriate office. Accurate and timely promotion and tenure tracking and communication is critical as well as maintaining accurate ACA contract information for temporary and adjuncts.

Additionally, a measurable outcome of this position includes the employment of appropriate interpersonal skills. All internal and external constituents who contact the office of the vice president should be met with respect and understanding and know that their situation will be handled in a timely manner.

Job Requirements:

Bachelor’s degree in communications studies, management, business or related area with knowledge of higher education. Understanding of Pellissippi State, TBR, and THEC policies is extremely crucial. Certified Administrative Professional certification (CAP) is a plus as is Microsoft certification in Office or specific applications such as Excel. On the job training will be required for college specific software and processes.

Years of Experience : Three or more years of professional administrative experience, preferably in higher education.

Part-time work experience is calculated at 50% of full-time experience.

Skills & Abilities : Ability to work independently. Ability to self-prioritize workload and maintain schedules for all executive personnel in division. Able to exercise confidentiality/professional discretion and ability to de-escalate volatile situations to ensure immediate needs are met. Strong customer service skills. Excellent written and verbal communication skills. Organizational skills. Ability to multi-task. Attention to detail. Computer software skills. Strategic thinking skills. Ability to relate to all individuals and apply diversity, equity and inclusion in the role. Ability to understand and maintain all accessibility needs for division and college to ensure compliance. Ability to engage in the College’s mission and values.

Complexity & Creativity:

This position is one of multifaceted complexity. It relies heavily on established policies and procedures, creative thinking, and strong technical proficiency. The executive assistant relies on established standards to produce internal and external reports and documents as well as upon the college, TBR, and federal mandated policy and procedures as needed.

Knowledge of Microsoft Office Suite products is required and experience with Banner, R25, SciQuest and other higher education enterprise systems is necessary. Technical proficiency is maintained by attendance of software trainings and other professional development opportunities including independent study.

Furthermore, this position requires excellent communication skills and strict adherence to confidentiality as this is a position with direct access to personal information regarding faculty, staff, and students. The individual in this position is expected to establish and maintain good working relationships within the college, the community, and other stakeholders which can include diverse cultural situations. Creative thinking is encouraged in order to improve outcomes in the division/college, as well as in clarifying and answering students’/faculty members’/staff members’ questions and in clarifying and resolving students’/faculty members’/staff members’ problems and needs.

Magnitude of Impact: Since the Executive Assistant to the Vice President of Academic Affairs comes into contact with a wide variety of people both inside and outside the college—community members, students, parents, faculty, and staff—their statements and actions regarding college policy and procedure can have broad impact.

Responsibility for Accuracy: A possible error could be the loss of routed important personnel documents to all stakeholders. The executive assistant documents the departments to which appropriate forms are sent in the event of a potential loss which could possibly affect students’ graduations (if substitution forms or credit by exam forms are not processed) or personnel’s livelihoods (if appropriate paperwork is not given to all needed departments and processed by mandatory deadlines). If personnel paperwork is missing, HR or the dean will verify if the assistant has seen the memos/forms. Likewise, if the student paperwork cannot be located, the Advising Office or Records Office personnel will ask if the executive assistant has seen paperwork. To facilitate recovery of forms, the executive assistant makes copies and files with the date and offices the paperwork has been distributed, in the event of a potential need to show proof of initial processing by the department.

Financial Impact: Inaccurate processing of requests in SciQuest could result in wrong or excessive charges to various departments; inaccurate or not processing of various forms could result in financial burdens to the students. Likewise, late or inaccurate reporting to Human Resources or Payroll can affect the processing of faculty/staff payroll, such as misplacing a contract or not processing intent to hire paperwork. Personnel’s raises, due to achieving promotion or degrees, can be stalled, if paperwork is not processed by all stakeholders’ deadlines.

Budgetary: The vice president is responsible for the overall budget of the division. The executive assistant has access to all materials and facilitates inquiries for the vice president. When necessary, the executive assistant will contact the vice president for abnormal expenses and/or with their approval process rush/emergency needs. The executive assistant has signing authority on one account.

Judgement & Decisions: This position involves a high level of customer service with an emphasis on independent decision-making. If someone comes into the office with a problem, the executive assistant listens, gathers research, and then aids in resolution by either providing an answer, contacting the appropriate individual to help, or explaining that policy/procedures will not permit the request. The executive assistant assesses departmental supply needs independently, but all departmental purchases are dependent on the vice president’s final approval. Also, the executive assistant can process divisional expenditures if the vice president is unavailable. Likewise, the executive assistant can process student action forms, after reviewing the documentations for the proper chain of command.

Nature of Contacts: The executive assistant interacts with all divisions/departments and their respective staff members in the college; also, the individual interacts with outside community members with a variety of high school personnel and executives, TBR office staff, THEC, municipal officials, outside educational executives and their assistants, and community members.

Physical Demands: The job requires the ability to remain stationary and also move about the inside of an office and around different campuses, occasionally as necessary to carry out the various tasks involved.

Hazards: The job has the potential to have volatile individuals (either students or employees) to come into the office, due to a variety of unresolved issues.

Full-time Employment Benefits:

• Insurance Options Health, dental, vision, life, short/long-term disability, FSA/HSA Wellness Incentive Program, if enrolled in health plan

• Educational Assistance Fee Waiver Spouse/Dependent discounts Audit/Non-Credit Reimbursement Program

• Employee Assistance Program

• Retirement options Tennessee traditional pension plan option (TCRS) 401k with $50 company match/457/403b

• Employee Discount program with over 900+companies

• 13 Paid Holidays/Year Includes paid days off the last week of December

• Sick Leave Bank

• Longevity Pay

• Many opportunities for professional development

Special Instructions to Applicants: To be considered for a position at Pellissippi State, you must create an on-line application. Your skills, abilities, qualifications, and years of experience will be evaluated using only what is recorded on your application. Work experience that is not listed on the application will not be considered towards compensation. Please note: attaching a resume does not substitute for completion of the application form. Part-time work experience is calculated at 50% of full-time experience. Please note: to scan, upload, or attach documents, a computer and scanner are available at the Hardin Valley Campus Educational Resources Center, if needed.

Pellissippi State Community College is an EEO/AA/Title VI/Title IX/Section 504/ADA employer

If you have any problems or questions please contact Human Resources at Pellissippi State Community College’s Human Resource Office at 865-694-6607 or by email at recruiting@pstcc.edu .

If you are interested in this position, click on the link to the left to apply.

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