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Executive Assistant III to the President



Title: Executive Assistant III to the President

Number of Positions: 1

Position #: 650810

Type of Appointment: Full-Time

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, 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: This position will be responsible for managing multiple avenues of communication on behalf of the President’s Office and for the day to day administrative support of the president. Responsibilities may also include: reports, correspondence, research assignments, analysis, and acting as a liaison to campus constituencies (faculty, staff, students and other). This person will also handle numerous special projects, provide executive level scheduling support, and manage the President’s travel.

Essential Functions:

40%

1.

Office Support:
  • Responsible for day to day activities related to the President’s Office under the direction and authority of the president. Greets internal and external guests to the office.
  • Answer the President's direct phone line, respond to email sent to the president’s office account, and use discretion and conflict resolution skills to triage all calls, requests and complaints, resolving issues as efficiently as possible. Utilize proper discretion about when to bring issues forward to the President.
  • Picks-up mail for President’s Office, Foundation, Academic Affairs and routes it accordingly.
  • Provide executive level scheduling and provide all necessary materials for each engagement. Communicate with Tennessee Board of Regents on initiatives, meetings, commencement, and special events.

  • Prepare correspondence for the President’s signature or correspond on the President’s behalf as requested. Edit reports, newsletters, and other documents to be disseminated by the president’s office. Maintain records and files for the office as appropriate.
  • Maintains sick/annual leave forms for President’s direct reports via electronic reporting.
  • Attend Senior Staff meetings. Take and distribute minutes.
  • Assist with college and foundation events as needed.
  • May supervise students.
40%

2.

Special Projects:
  • Plan, coordinate, and carry out special projects as directed by the President. Monitor progress on various initiatives
  • Create visuals and supporting documents (presentations, reports, executive summaries, briefings) for the President in coordination with Marketing and Communications.
  • Develop timelines for projects by coordinating schedules, determining dates, securing space, preparing work orders for setups, and writing letters, invitations, and programs. These projects and events are often in conjunction the Pellissippi State Foundation or other departments and divisions at the College and may include in-service, trainings, celebrations, and recognitions.
20%

3.

President’s Council and College Policies:
  • Develop agenda for quarterly meetings of President’s Council; take and distribute minutes; monitor, distribute, and update college policies and procedures.
  • Prepare letters of appointment for committee assignments as required by college policy in coordination with members of Senior Staff.
Note: The College reserves the right to change or reassign job duties, or combine positions at any time.

Key Results Areas:

The President sets a tone for the College, and the executive assistant plays a critical role in helping in that regard. A student, employee, or constituent bringing a concern to the office should come away knowing they were treated with respect and believing that the issue(s) will be handled in a timely manner. The President’s calendar should be carefully and accurately kept to help the President maintain their busy schedule. Requests (internal and external) for information (written or oral) should be processed accurately and in a timely manner before distribution. The negative outcome of not doing this job carefully might be dissatisfied students, employees or community members – and perhaps damage to the reputation of the College.

The job’s proper performance ensures correct information will be given to internal and external contacts. All constituent interactions should reflect positively on the College and the President. All individuals visiting the President’s Office should be welcomed and treated with courtesy and respect. Work should be carried out with a full commitment to the college mission and values.

Job Requirements:

· A Bachelor’s degree in Communication Studies, Business, Journalism or a related field.

· Experience supporting senior administration. Knowledge and experience with Microsoft Office.

· Five or more years of related professional experience, preferably in higher education and at the executive or President’s level

Preferred Qualifications:

· Certified Administrative Professional certification (CAP) is a plus as is Microsoft certification in Office or specific applications such as Excel.

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

Magnitude of Impact:

This job interacts with all College departments and divisions in addition to corporate contacts, government officials, community leaders, Tennessee Board of Regents, Tennessee Higher Education Commission, corporate leaders, alumni, current and former students, parents. Any of the time frames could happen depending on the situation. If there is a problem the President would intervene

Responsibility for Accuracy:

A typo in a document or report, misinforming someone due to an information or procedural change that we might not be aware of, leaving someone off of a distribution list, or an email, a calendar schedule error, and transposing telephone numbers.

There is a high likelihood that the error will be caught by proofing, double-checking by employee and/or Executive Secretary or President. Work is verified as needed.

Negative consequences could reflect in many areas – parent and student doubt the integrity of the institution, loss of financial contributions, lower involvement by community leaders, negative community support, lower enrollment, etc. This could impact the reputation of the College and President negatively.

As a representative of Pellissippi State and the President’s Office, this position is in contact with PSCC vice presidents, department heads, campus deans, Foundation, faculty, students, students’ parents, co-workers, elected officials, TBR offices, business and community leaders. This office sets a positive tone for these communications that can have lasting effects on relationships, financial contributions, and additional involvements with the college.

Communications (written and verbal) from the President’s Office need to be accurate and concise to reflect positively on the institution.

Complexity & Creativity:

The Executive Assistant to the President relies on established policies and procedures. Technical proficiency is maintained by attendance of software trainings and other professional development opportunities including independent study and reading. Creative thinking is helpful in this position it aids in solving problems, utilizing materials on hand (saving money), creating more efficient ways of doing tasks, and creating nice looking venues for events.

In the Executive Assistant to the President position many duties (policies updates, minutes, legislative updates, etc.) have a relatively deep and board level of complexity. For example, when planning a state wide meeting (PTK All-Tennessee Recognition Ceremony, Tennessee Board of Regent Quarterly meeting on campus 2014, yearly Legislative updates) there are a multitude of steps and tasks to perform and to be aware of. The person must have a good knowledge of contract and purchasing policies and procedures. Be able interact with all the TBR schools, legislators, and the TBR central office. The Executive Assistant monitors all the details involved with the undertaking. Tasks include, contract for a hotel ballroom in Nashville (we are in Knoxville), invitations (community colleges, PTK students, legislators), invoices for luncheon costs, acceptances, programs, nametags, catering, speaker, order medallions etc.)

The person in this position needs to have excellent communication skills – oral and written, good critical thinking and problem solving abilities. The ability to determine timelines, plan, execute and follow up on multiple, complex projects. They need to be focused, organized, responsible and able to prioritize tasks. Have good interpersonal skills and the desire and ability to get along and interact well with coworkers, students, and public is very important. Greet and meet many visitors to the College by maintaining an open and friendly demeanor. It is important to be a good listener and possess knowledge about the college and it policies and procedures. In this job you also need to be professional, diplomatic and discreet you have access to personal and confidential information that may not be shared. The capability to work independently, assess situations, and make decisions with minimal supervision is also essential. Must have a commitment to coordinate, facilitate, and follow-up on the directives of the President with the vice presidents, divisions, and departments to ensure a timely completion of projects and tasks.

Proficient in current Microsoft Office software - Word, Excel, Use Outlook (heavy email and calendar volume), SciQuest/PellliBiz purchasing system (purchasing and travel forms), Banner Self Service and some use of Banner INB use, R25 room reservation system, digital payroll system and Service Requests. Able to research on the internet. Must be able to operate a multi-line phone, copier, calculator, fax machine and scanner.

Being proficient in a second language is not required for the Executive Assistant to the President.

Budgetary:

The Executive Assistant to President tracks expenditures and reporting on budgetary accounts and has signing authority on three accounts.

Judgement and Decisions:

Independent decisions are made on the setup of the President’s busy schedule - meetings and calendar, ordering of supplies and equipment. For events, the setup, ordering of supplies, the layout/arrangement order for events and projects, and routine day-to-day operation of office. The President is consulted – as needed. If an employee’s request/decision to make a change in an established procedure, policy, or guideline, it would be reviewed by the President and possibly the vice presidents.

The President’s office is often contacted with general, unusual and specific questions about the college, the executive assistant receives concerns and complaints and are asked for assistance and information from students, faculty and staff, and the community. As a College employee, the decision to listen carefully to customers and co-workers is an important decision. The next step is to make every effort to provide them with the requested information, an answer to a question, or to get them directed to a department that can help them. If the answer is not known, their contact information should be taken and follow up scheduled. It is important to be knowledgeable about the College and it is not easy as things are constantly changing. It serves the mission, goals, and objectives to serve with excellent customer service. A positive and caring attitude reflects well on the College. Being treated with respect and courteous by a knowledgeable and helpful employee definitely has a significant impact on the college’s success. It doesn’t just say, but demonstrates that Pellissippi State cares.

Physical Demands:

The job requires the ability to remain in stationary positions for long periods of time and move within offices and other areas as necessary to carry out various tasks involved.

Hazards:

This position has no known hazards.

Pay Rate: $40,870 - $50,410.00/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.

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.

#mrp

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