Administrative Assistant IV
Pellissippi State Community College
Knoxville, TN
Full-time
Administration / Clerical
Posted on April 11, 2024
Title: Administrative Assistant IV
Department: Blount County Campus
Number of Positions: 1
Classification: 3/On campus
Position #: 650780
Type of Appointment: Full-Time
Pay Rate: $32,320 - $39,400.00/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.
Required Documents Needed to Upload at Time of Application: Resume, transcripts and three professional references.
Reference check requirements: Non-supervisory roles: three (3) current or former supervisors
Personal references (friends, clergy, customers, relatives) are not considered acceptable references. A professional reference such as a co-worker can be submitted.
Position Summary: The overall purpose of the administrative assistant is to serve the Campus Dean and be the Information Hub for a community of students, faculty and staff. This position encompasses a broad range of tasks and responsibilities that include regular problem solving with multiple internal and external customers. The assistant serves as a communication liaison between all departments and other campus locations.
Essential Functions:
35% Student Support –Interact professionally with a diverse population. Facilitate student services for all departments within Student Affairs. Communicate and collaborate with other divisions within the institution (Academic Affairs, External Affairs, Administrative Affairs), and other duties as assigned. Must be knowledgeable of TBR policies, procedures, and guidelines. Must be proficient in Banner, ESAM, Argos, Navigate, Microsoft Teams, and Zoom, and able to navigate MyPellissippi.
35% Campus Dean Administrative Support – Serve as the administrative assistant to the Campus Dean to establish and maintain the daily routine of the campus. Establish and maintain directories, inventories, reports, leave forms and time sheets. Assist with Pellibiz, printing/copying, faxing and scanning. Organize advisor, enrollment services calendars, answer phone calls, and assist with campus programming. Other duties as assigned.
10% Facilities Support – Communicate as needed with security personnel, facilities, and outside vendors to ensure campus operations are well organized. Trained as Emergency Building Coordinator to act on behalf of the campus community during emergencies such as active shooter, fire and tornadoes. Process room reservations and college calendar entries for campus wide events, using 25Live.
5% Instructional Support –Support faculty, in collaboration with the campus computer technician, by providing minimal technical assistance with the computer, web access, projector, teacher station.
10% Student Employment Progam/Work Study – In collaboration with the Campus Dean and Human Resources, participate in the interview, completing employment contracts, and selection of the SEP and work study students. Supervise daily work tasks and approve time reports.
5% Campus Specific Special Projects- Provide administrative support to campus specific special projects, including but not limited to: Tennessee Science Bowl, SipTn Wine Festival, Community Tours/Open Houses (i.e., Blount Partnership, Leadership Blount).
Note: The College reserves the right to change or reassign job duties, or combine positions at any time.
Key Results Areas: Focusing on the student experience by supporting all students to program completion. Accurate dissemination of information to the community. Help promote enrollment growth, community involvement and engagement by perfecting the onboarding process.
Job Requirements:
Complexity & Creativity:
Skill:
Magnitude of Impact: The incumbent must have accurate performance in order to have a positive impact on the student's college trajectory and their overall success. All decisions made by the incumbent have a direct impact on the safety, security, educational resources, and daily social needs of the student, faculty, staff, and community visitors.
Responsibility for Accuracy: Dissemination of inaccurate information or loss of information resulting in student dissatisfaction and possible withdrawing from the institution. Additional negative impact could be delayed entry term, financial aid suspension/denial, course schedule conflicts and graduation postponements
Financial Impact: Responsible for all activities conducted on campus. Insufficient job performance or negligence could result in damage of college assets, or loss of business office/cashier revenue, or safety of students, faculty, staff, and visitors.
Budgetary: Maintains records of campus outreach and student life purcahses; monitors expenditures and advises Campus Dean when expenses approach budget limits; provides financial information and reports as needed.
Judgement and Decisions: This position manages the administrative office of the Blount County campus. As a result, the incumbent is required to make many decisions on a wide variety of issues in an ever-changing situation. The incumbent may consult with a number of subject matter experts.
Nature of Contacts:
Internal:
All divisions and personnel within the College.
External:
Parents and prospective students, local High School representatives, community partners, college/ university representatives, local businesses and industry, food service vendors, copier service providers, pest control, elevator maintenance, lawn service, housekeeping, local police and /or government agencies, document shredding service, vending services, waste management providers, recycling vendors, HABIT volunteers (Human Animal Bond in Tennessee), and others as needed.
In some situations, contacts are made to gain/share information and seek understanding. In many situations, contacts are made to manage a variety of projects and/or resolve problems/issues.
Physical Demands:
Physical Demands: Office related physical demands, such as sitting or standing for long periods, walking throughout the campus to conduct college business, lifting (approximately 20lbs), and set-up / take down equipment.
Audible Demands: Answering phones and direct inquiries, hear, listen and communicate with various persons to evaluate what they need. Evaluate the environment for emergencies and maintain an academic environment with acceptable noise levels.
Visual Demands: Must be able to see paper and electronic documentation.
Color Demands: Must be able to see announcement boards, flyers, and banners and to distinguish copies from originals and interpret colored charts and graphs.
Hazards: As the incumbent that represents the Administrative Office, exposure to disgruntled (or potentially violent) persons must be considered a hazard. Other potential hazards include, but are not limited to, exposure to communicable diseases, back or neck injury, carpal tunnel, eyestrain, etc.
Full-time Employment Benefits:
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 Apply located below or Apply Now in the upper right-hand corner.
#mrp
Department: Blount County Campus
Number of Positions: 1
Classification: 3/On campus
Position #: 650780
Type of Appointment: Full-Time
Pay Rate: $32,320 - $39,400.00/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.
Required Documents Needed to Upload at Time of Application: Resume, transcripts and three professional references.
Reference check requirements: Non-supervisory roles: three (3) current or former supervisors
Personal references (friends, clergy, customers, relatives) are not considered acceptable references. A professional reference such as a co-worker can be submitted.
Position Summary: The overall purpose of the administrative assistant is to serve the Campus Dean and be the Information Hub for a community of students, faculty and staff. This position encompasses a broad range of tasks and responsibilities that include regular problem solving with multiple internal and external customers. The assistant serves as a communication liaison between all departments and other campus locations.
Essential Functions:
35% Student Support –Interact professionally with a diverse population. Facilitate student services for all departments within Student Affairs. Communicate and collaborate with other divisions within the institution (Academic Affairs, External Affairs, Administrative Affairs), and other duties as assigned. Must be knowledgeable of TBR policies, procedures, and guidelines. Must be proficient in Banner, ESAM, Argos, Navigate, Microsoft Teams, and Zoom, and able to navigate MyPellissippi.
35% Campus Dean Administrative Support – Serve as the administrative assistant to the Campus Dean to establish and maintain the daily routine of the campus. Establish and maintain directories, inventories, reports, leave forms and time sheets. Assist with Pellibiz, printing/copying, faxing and scanning. Organize advisor, enrollment services calendars, answer phone calls, and assist with campus programming. Other duties as assigned.
10% Facilities Support – Communicate as needed with security personnel, facilities, and outside vendors to ensure campus operations are well organized. Trained as Emergency Building Coordinator to act on behalf of the campus community during emergencies such as active shooter, fire and tornadoes. Process room reservations and college calendar entries for campus wide events, using 25Live.
5% Instructional Support –Support faculty, in collaboration with the campus computer technician, by providing minimal technical assistance with the computer, web access, projector, teacher station.
10% Student Employment Progam/Work Study – In collaboration with the Campus Dean and Human Resources, participate in the interview, completing employment contracts, and selection of the SEP and work study students. Supervise daily work tasks and approve time reports.
5% Campus Specific Special Projects- Provide administrative support to campus specific special projects, including but not limited to: Tennessee Science Bowl, SipTn Wine Festival, Community Tours/Open Houses (i.e., Blount Partnership, Leadership Blount).
Note: The College reserves the right to change or reassign job duties, or combine positions at any time.
Key Results Areas: Focusing on the student experience by supporting all students to program completion. Accurate dissemination of information to the community. Help promote enrollment growth, community involvement and engagement by perfecting the onboarding process.
Job Requirements:
- Minimum of high school diploma, training in Microsoft Office Products, computer and office equipment knowledge, excellent customer service.
- 3 years' experience in an office environment
Complexity & Creativity:
Skill:
- Organizational skills
- Independent decisions making skills
- Communicate effectively orally and in writing
- Excellent problem solving skills
- Proficient in Banner, Argos, BDMS, 25live, ESAM, MyPellissippi, Microsoft Office Suite and Pellissippi State web environment.
- Capacity to learn new software applications
- Manage conflict and respond appropriately to emerging situations.
- Work independently with minimal supervision
- Admission Onboarding of PSCC student enrollment
- Tennessee Board of Regents (TBR) Policies and Guidelines related to Admissions, Records, Financial Aid and Bursars Office
- FERPA (Family Educational Rights and Privacy Act)
- Americans with Disabilities Act (ADA)
- Safe Haven Training
- Title IX of the Education Amendments of 1972
- Title VI of the Civil Rights Act of 1964
- Title IV of the Higher Education Act of 1965
- Pellissippi State Policy 00:03:00 Equal Opportunity and Non-discrimination in Education
- TBR Policy 2:02:10:01 Sex Discrimination and Sexual Harassment
- TBR Guideline P-080 Discrimination and Harassment—Complaint and Investigation Procedures
Magnitude of Impact: The incumbent must have accurate performance in order to have a positive impact on the student's college trajectory and their overall success. All decisions made by the incumbent have a direct impact on the safety, security, educational resources, and daily social needs of the student, faculty, staff, and community visitors.
Responsibility for Accuracy: Dissemination of inaccurate information or loss of information resulting in student dissatisfaction and possible withdrawing from the institution. Additional negative impact could be delayed entry term, financial aid suspension/denial, course schedule conflicts and graduation postponements
Financial Impact: Responsible for all activities conducted on campus. Insufficient job performance or negligence could result in damage of college assets, or loss of business office/cashier revenue, or safety of students, faculty, staff, and visitors.
Budgetary: Maintains records of campus outreach and student life purcahses; monitors expenditures and advises Campus Dean when expenses approach budget limits; provides financial information and reports as needed.
Judgement and Decisions: This position manages the administrative office of the Blount County campus. As a result, the incumbent is required to make many decisions on a wide variety of issues in an ever-changing situation. The incumbent may consult with a number of subject matter experts.
Nature of Contacts:
Internal:
All divisions and personnel within the College.
External:
Parents and prospective students, local High School representatives, community partners, college/ university representatives, local businesses and industry, food service vendors, copier service providers, pest control, elevator maintenance, lawn service, housekeeping, local police and /or government agencies, document shredding service, vending services, waste management providers, recycling vendors, HABIT volunteers (Human Animal Bond in Tennessee), and others as needed.
In some situations, contacts are made to gain/share information and seek understanding. In many situations, contacts are made to manage a variety of projects and/or resolve problems/issues.
Physical Demands:
Physical Demands: Office related physical demands, such as sitting or standing for long periods, walking throughout the campus to conduct college business, lifting (approximately 20lbs), and set-up / take down equipment.
Audible Demands: Answering phones and direct inquiries, hear, listen and communicate with various persons to evaluate what they need. Evaluate the environment for emergencies and maintain an academic environment with acceptable noise levels.
Visual Demands: Must be able to see paper and electronic documentation.
Color Demands: Must be able to see announcement boards, flyers, and banners and to distinguish copies from originals and interpret colored charts and graphs.
Hazards: As the incumbent that represents the Administrative Office, exposure to disgruntled (or potentially violent) persons must be considered a hazard. Other potential hazards include, but are not limited to, exposure to communicable diseases, back or neck injury, carpal tunnel, eyestrain, etc.
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 $100 company match, 457, 403b
- Employee Discount program with over 900+ companies
- 14 Paid Holidays/Year Includes paid days off the last week of December
- Sick Leave Bank
- Longevity Pay
- Many opportunities for professional development
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 Apply located below or Apply Now in the upper right-hand corner.
#mrp
