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Executive Assistant I

Employer
Pellissippi State Community College
Location
Tennessee, United States
Salary
Salary Not Specified
Posted Date
Jan 27, 2022

View more

Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Student Affairs, Chief Student Affairs Officers & Vice Presidents, Other Student Affairs, Student Activities & Services, Executive, Other Executive
Employment Level
Administrative
Employment Type
Full Time
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Title: Executive Assistant I

Number of Positions: 1

Position #: 600490

Type of Appointment: Full-Time

FLSA Status: Non-Exempt

Department: Student Affairs

Required Documents Needed to Upload at Time of Application:

· Cover Letter

· Resume

· Unofficial Transcripts

· Three Professional References (See below)

Reference check requirements:

· Non-Supervisory role: three (3) current or former supervisors

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

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 19th amendment 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 overall purpose of this job is to provide executive support for the Vice President of Student Affairs, and the Student Affairs staff, as we work together to meet students’ needs. The Student Affairs Division includes Enrollment Services (Admissions, Records, Communication Center, Entrance Testing, Recruitment, Financial Aid), Student Services (Advising, Counseling, Disability Services, Career Services, Veterans Services, TRIO), New Student Orientation,, site campus administration, Student Conduct, Student Life, leave reporting, event planning and room reservations, and the organization, planning and execution of the college’s graduation ceremonies (twice yearly).

Essential Functions:

40% Perform and execute administrative duties for Student Affairs. These duties include: processing payroll, including leave forms and leave reports; processing electronic purchase requisitions; scheduling meetings and events; taking minutes from meetings; tracking and refilling inventory; scanning and filing documents; responding to inquiries on the phone, via email and in person; schedule room reservations for departmental meetings/trainings/interviews, etc., process petty cash reimbursements, process travel requests, book flights and process travel claims; coordinate yearly revisions to the online college catalog, preparing reports and documents using Microsoft Office products; running reports in Argos; order business cards and name tabs for Student Affairs employees; order PSCC apparel for student ambassadors, process catering requests, maintain employee contact information for division. Schedule student meetings with the Dean of Students, background checks for the federal government.

40% Complex planning and coordination to carry out special projects/events such as Graduation Ceremonies, staff retreats and other events. This planning and coordination includes, but is not limited to the following functions: researching potential venues and contacting venue managers to reserve facilities; processing electronic work orders for set-up; developing the event program; reserving caterers for the events; processing contract payments for venue and caterers; communicating with vendors, such as photographers, regarding event needs; organizing and training volunteers; update the website each semester (graduation pages) communicating via email, telephone and in person with students, family members, and faculty and staff regarding event details.

10% Communicate with students, parents, faculty and staff, and the public via telephone and email regarding college and departmental policies and procedures.

10% Facilitate large departmental mailings. Work with Marketing and Communications, and outside vendors to create and distribute communiques.

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

Job Requirements:

· An Associate’s degree from an accredited institution is required. Administrative assistant experience with increasing levels of responsibility is preferred. B.S./B.A. preferred. 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.

· Three or more years of related professional experience.

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

Skills/Abilities:

· This position requires a high degree of confidentiality regarding matters of sensitivity.

· Serves as the “gate keeper” to the Vice President – using diplomacy, firmness while staying accommodating and professional.

· Must be able to adapt to and master new technologies.

· Mail merge – letters/envelopes/labels

· Must be able to accurately type 40 wpm.

· Must be able to use the following Microsoft Office programs: Word, Excel, PowerPoint, and Outlook.

· Must be able to use Self-Service and Internet Native Banner (student database).

· Must be able to operate and instruct others on how to use a fax machine.

· Must be able to operate and instruct others on how to use a high-functioning photo copier/scanner.

· Must be able to show attention to detail

· Must be able to use R25LIVE room reservations/scheduling software.

· Must be able to track a budget using Microsoft Excel.

· Must be able to use a calculator.

· Must be able to write grammatically correct communiqués such as email messages, meeting minutes, and letters.

· Must be able to operate a multi-line telephone.

· Must be able to conduct internet research.

· Must be able to alphabetize.

· Must be able to maintain electronic and paper files.

· Must be able to independently prioritize work.

· Must be able to maintain multiple calendars and schedules.

· Must be able to complete work with multiple distractions and interruptions.

· Must be able to communicate clearly and effectively with students, faculty, staff, and members of the community.

· Must be able to diffuse situations with angry constituents.

· Must be able to take accurate messages.

· Must be knowledgeable about FERPA (Family Educational Rights and Privacy Act) regulations.

· Must be knowledgeable about college Admissions and Records policies.

· Must be able to maintain strict confidentiality about student and employee situations

Key Result Areas:

· Timely processing of purchase requisitions.

· Timely processing of meeting minutes.

· Well-organized graduation ceremonies.

· Timely processing of travel requests and reconciliation

· Process leave and meet payroll deadlines

· Timely processing of departmental online college catalog revisions

· Timely processing of room reservations

Nature of Contacts:

Internal contacts:

· Student Affairs Assistant Vice Presidents/Dean of Students – scheduling meetings and room locations, scheduling student appointments, ordering apparel for student ambassadors.

· Student Affairs Directors (Directors of the following areas: Admissions, Records, Financial Aid, Counseling, Student Life and Recreation, New Student Orientation, Career Services, Veterans Services TRiO Student Support Services, Disability Services)

· Campus Deans – Giving and getting vital information regarding needs of the Vice President.

· Purchasing Office – Working out discrepancies in regards to purchase orders.

· Payroll Office – Clarifying leave discrepancies for approximately 35 staff members.

· Marketing and Communications Department – Working closely in regards to preparation and timeline of our commencement programs and other mail outs.

· Facilities Department – Working closely to assure packing and delivery of items needed for commencement and various meetings.

· Safety and Security Department – Scheduling police coverage for our commencement ceremonies at UT’s Thompson-Boling Arena twice per year.

· Executive Assistant and Executive Secretary to the President

· Executive Assistant to the Vice President of Business and Finance

· Executive Assistant to the Vice President of Information Services

· Executive Assistant to the Vice President of College Advancement

· Chair of Sustainable Campus Committee

· Faculty

External contacts:

· Manager of the Thompson-Boling Arena – Collaboration between us to secure dates and times for our commencement ceremonies. Sending work orders with set-up instructions.

· Manager of the Knoxville Civic Coliseum

· Food Service Director @ PSCC

· Food vendors – Scheduling catering for all volunteers at commencement.

· Bookstore Manager – coordinating in regards to cap and gown orders for our graduates.

· Grad Images Photography – Working closely to assure that they deliver our reader cards and provide pictures for our grads at commencement.

· Direct Mail Service – Schedule mailings to let students know they may be closer to graduating than they thought. Invite them to see an advisor.

· FBI Agents – Verify background check for current and previous students that are applying to work in Federal Government positions.

· Parents of students – Answering questions as they arise regarding graduation and various other events.

Physical Demands:

This position requires a reasonable level of fitness. On occasion, some lifting, walking and standing for extended periods of time are required.

Pay Rate: $34,000 - $41,620/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.

#mrp

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