Executive Assistant I

Title: Executive Assistant I

Anticipated Closing Date: September 30, 2021

Number of Positions: 1

Position #: 600250

Type of Appointment: Full-Time

FLSA Status: Non-Exempt

Department: Foundation

Required Documents Needed to Upload at Time of Application:

· Cover Letter

· Resume

· Unofficial Transcripts

· Three professional references (See below)

Reference check requirements:

· Non-supervisory roles: three (3) current or former supervisors

· Personal references (friends, co-workers, clergy, customers, relatives) are not considered acceptable references

About the Foundation

Every day, the generosity of donors has changed lives.

The Pellissippi State Foundation was chartered by the state of Tennessee in 1982, and the Foundation gained tax-exempt status as a 501(c)3 in 1983. A Board of Trustees — volunteer representatives from local industry, community leaders and donors — governs the Foundation.

The Pellissippi State Foundation exists to develop financial resources through fundraising and development of a benefactor network to support the educational, cultural and service goals of Pellissippi State Community College. The Foundation will provide sound financial stewardship of the funds entrusted in its care. The Foundation endeavors to increase and enhance quality education and training opportunities for students, staff and administration.

The Pellissippi State Foundation will assist the College in raising its public awareness and provide funding to promote opportunities for enrichment and cultural advancement for the communities it serves.

About Pellissippi State Community College

Pellissippi State Community College is one of 40 institutions in the Tennessee Board of Regents system. TBR is the governing board of the College System of Tennessee, offering more than 400 programs of study at the state’s 13 community colleges, 27 colleges of applied technology and the online TN eCampus. The college serves an average of 10,000 students, making it the largest community college in Tennessee by enrollment. Pellissippi State Community College offers eligible employees a comprehensive benefits package that includes health, dental, vision, life insurance, retirement programs, time off including annual and sick leave, and much more.

In 2018, Pellissippi State became a member of an Achieve the Dream (ATD) three-year cohort adopting a theme of Start Strong, Stay Strong, Finish Strong for our work. Achieve the Dream has partnered with the program Integrated Student Experience at Pellissippi State (Insteps) to improve the fall-to-fall retention rates for full-time and part-time students by 13% in the next five years. Our vision is to ensure every student who attends Pellissippi State will develop a sense of belonging and confidence in their ability to succeed academically, grow intellectually, and make timely progress towards achieving their educational and vocational goals. If this is something that aligns with your values, we encourage you to apply.

Culture and Diversity

Knoxville claims a wide range of forward thinking national and international talents. The scholarly influence on the Knoxville metropolitan area bred literary greats including James Agee, Cormac McCarthy, and Nikki Giovanni. Knoxville is home to one of the largest sculptures dedicated to an African American in the country. Located in Haley Heritage Square is a 13-foot high bronze statue of author and Pulitzer Prize winner Alex Haley who chose to spend the last several years of his life in Knoxville. Renowned artists Beauford Delaney and Joseph Delaney hailed from Knoxville. Musicians Roy Acuff, Chet Atkins, the Everly Brothers, and RB Morris called Knoxville home during their careers. Women’s suffragist Lizzie Crozier French was active in the ratification of the 19^thamendment and was born and raised in Knoxville.

The lasting influence of these artists and activists leaves the Knoxville area as a welcoming area to live and work. More about the area and support groups can be found at Visit Knoxville https://www.visitknoxville.com , the Beck Cultural Exchange Center https://www.beckcenter.net , the Knoxville Urban League https://thekaul.org , Knoxville City https://knoxvilletn.gov, Knox County https://knoxcounty.org , My Knox Village http://myknoxvillage.com/business-directory/wpbdp_category/special-needsdisability-services/ , Knox Pride https://knoxpride.com/equality , Centro Hispano de East TN https://www.centrohispanotn.org , and Knoxville chamber https://www.knoxvillechamber.com

Position Summary: The purpose of this position is to perform office administrative duties for the Executive Director of the Foundation, Directors, Coordinators, etc. which includes a multitude of tasks such as maintaining electronic calendar and contacts, budget information, requisitions, mail, managing, developing and submitting specific city, state and federal reports, all donor acknowledgements and correspondence, logging in checks, processing deposits, updating donor management system, etc. as well as other functions related to the department and the Foundation Board of Trustees.

Essential Functions:

30% Maintain the check-log system for dual audit control, serve as a backup for cash and credit card deposits in Raiser’s Edge and Banner, process all tax receipt correspondence, donor acknowledgements, tributes and memorials, Assist with Raiser’s Edge updates, add new constituent and prospects, and prepare queries when needed. Serve as a backup for payroll deductions, scholarship processing and posting to student accounts.

25% Foundation Board of Trustees coordination including compose and process correspondence, make arrangements and prepare folders or electronic files for quarterly Board of Trustees meetings; schedule virtual meetings and coordinate with ETS and Event Services; record minutes at Foundation Board of Trustees meetings including committees; distribute information to Foundation Board of Trustees or Board Emeritus members by electronic and/or US Mail. Compile membership data including contact sheets, committee participation, board attendance, giving history, event attendance and engagement for board reports. Ensure annual board paperwork is completed including conflict of interest forms. Monitor and provide updates regarding the Board of Trustees for the Foundation web pages and board recognition wall in Goins Administration Building. Work with the Board of Trustees to secure a selection committee of members, coordinate interviews, manage pertinent information then process it for certificates, checks, plaques, medallions, etc. for Foundation Awards - Employee Recognition.

20% Maintain office digital and hard copy filing system according to TBR and Pellissippi State Records and Retention polices, file investment annual reports and monthly statements and process documents for signature (including Adobe sign). Ensure pledge forms, inkind gifts, Legacy Society notifications, donor agreements are processed and filed. Maintain spreadsheets for all Foundation budget accounts and budget information for Foundation accounts, including processing requisitions and receipting in Pellibiz. Process requests for payments and establish open purchase orders. Record, verify and/or approve time/leave records for department including requests for leave and calendar management. Order and maintain supplies inventory as well as complete the annual department inventory.

20% Maintain the Executive Director’s calendar; events for the department ; schedule appointments and meetings; prepare meeting agendas, materials and write minutes; answer the Foundation office telephone and assist caller or direct caller to the appropriate department; assist with telephone /office coverage for the President’s office as needed; distribute department mail; open and sort the mail requiring the Executive Director’s attention according to importance and route other mail not requiring the Executive Director’s attention to the appropriate department /office , make travel arrangements and lodging reservations for Executive Director, assist with travel reimbursement or other reimbursement requests . . Use 25 Live to reserve meeting rooms for the department . Assist with Foundation events and stewardship activities. Record actions and notes in Raiser’s Edge. Update and maintain office policies and procedures. Coordinate flex office and conference room usage. Organize and maintain shared work room and assist with event storage.

5% Coordinate, m aintain and prepare information required for filing and submitting the Foundation’s 990 Federal Tax Report and work with other departments and the CPA regarding timely submission. Submit the annual Foundation Corporate Report to the State of Tennessee. Assist with state audit response.

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

Job Requirements:

A.S. with Administrative Assistant experience (3 years minimum). Certified Administrative Professional Certification (CAP or IAAP) 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 such as donor management software (Raiser’s Edge), Banner, Pellibiz, and Argos. Raiser’s Edge Fundamentals certification a plus or will be required within 1 year of employment.

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

Related professional experience in higher education preferred.

Skills/Abilities:

Administrative

1. Ability to accurately maintain electronic records

2. Facilitate and promote the integration of diversity, equity and inclusion strategies into the Foundation’s work

Communication

3. Ability to clearly and accurately communicate with internal and external contacts

4. Ability to articulate complex ideas clearly, accurately and concisely, including developing reports and dashboards

5. Ability to convey effective messages to broad and diverse constituencies

6. Excellent customer service skills a must

Critical Thinking

7. Ability to handle sensitive and confidential matters and data with discretion

8. Creative problem-solving and troubleshooting skills with willingness to experiment and innovate new methods.

9. Strategic thinker who can propose effective office management strategies

Project Management

10. Ability to work well under pressure and tight deadlines while balancing competing assignments

11. Ability to remain flexible and adaptable to shifting priorities while remaining responsive to urgent requests

12. Ability to take ownership of a project or process and to use problem solving skills to resolve issues

13. Ability to manage deadlines on multiple cross-functional projects in a dynamic environment

14. Demonstrated ability in managing competing interests on complex issues

Written and Technical Skills

15. Clear, concise, accurate communication through email, invitations and formal donor correspondence

16. Editing skills

17. Microsoft Office suite including use of mail merge

18. Knowledge of Robert’s Rules of order and non-profit administration

19. Creation of official meeting minutes for audit reviews

No second language is required.

Key Result Areas: Measurable outcomes or results that are expected from this job by adhering to specific timeframes, penalties and/or fines are avoided when preparing and filing federal, state and local reports. By logging and hand delivering checks to the appropriate office for receipting within the timeframe as stated in the procedures, notifications to the Executive Director and audit findings are avoided. Regular cleanup in outlook and Raiser’s Edge to provide quicker access to pertinent information. Filing IRS 990 Form on time.

Physical Demands:

This position experiences many interruptions during work hours from donors, faculty, students, and others coming into or calling the Foundation office.

This position requires some lifting due to event set-up and office organization.

Excessive noise from office doors close by left open.

An open office space with frequent visitors

Pay Rate: $31,010 - $37,800/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.

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 .

A summary of our benefits can be found at http://www.pstcc.edu/hr/benefits

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

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