The Tennessee Board of Regents
Executive Assistant I, External Affairs
The Tennessee Board of Regents, Knoxville, Tennessee, United States, 37955
Title:
Executive Assistant I, External Affairs
Department:
External Affairs
Number of Positions:
1
Classification: 3m - on campus mobile
Position #:
600590
Type of Appointment:
Full-Time
Pay Rate:
$36,270 - $44,390/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.
Position Summary:
The overall purpose of this job is to support the daily operations of the office of the vice president of External Affairs and provide administrative support for the External Affairs division, (Workforce & Community Development, the Foundation, Marketing and Communications, and Career Development). Position is primarily located on the Hardin Valley campus but may be asked to work from other campuses and sites where events are held.
Essential Functions:
60% Provide daily office administration processes. These duties include: processing payroll, including leave forms for three executive directors; and one director; processing electronic purchase requisitions, petty cash and travel requests/claims for vice president and other External Affairs staff; scheduling meetings and events; campus mail; taking minutes from meetings; tracking and refilling inventory; scanning and filing documents; processing travel requests and post-travel claims; preparing reports and documents using Microsoft Office products; order business cards and nametags for External Affairs employees; maintain employee contact information for division; coordinate activities with the vice presidents and other members of the president's staff, faculty, staff, students, vendors, and the community; maintain vice president's appointment calendar; collaborate with other Senior Staff Executive Assistants in the coordination of campus wide and community events; schedule events in 25Live for vice president and other External Affairs staff including required physical and publicity needs; arrange for travel, conferences, and special events or other activities; maintain personnel, financial, statistical and other important/confidential records as needed.
15%
Assist in monitoring the budget request and expenditures during the fiscal year for the division
10%
Screen and handle all external calls, visits and inquiries to the vice president. Transfer or refer calls as appropriate. Respond to inquiries and requests via phone, email and in person. Handle each contact with appropriate levels of confidentiality and professionalism.
5%
Prepare minutes, compose/draft correspondence, and prepare reports, including graphs, as needed.
5%
Assist with reviewing and updating policies based upon TBR/THEC policy. Coordinate with division staff and others as needed.
5%
Participate in Human Resources professional development series throughout the year and forward.
Note:
The College reserves the right to change or reassign job duties, or combine positions at any time.
Key Results Areas:
Successful functioning of the office of the vice president of External Affairs; timely processing of purchase requisitions, meeting minutes, travel requests and meeting payroll deadlines. Must be able to function independently and work with co-workers. Must be able to use appropriate judgment, decision-making, and maintain confidentiality.
Job Requirements:An Associate's degree is required. 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 years of related professional experience is required. Prior experience in higher education preferred.Skills/Abilities :
Excellent communication skills - verbal and writtenAbility to effectively communicate with PSCC personnel, including faculty, staff and studentsAbility to effectively communicate with external constituencies.Maintain effective interpersonal relationshipsWork as a team memberAttention to detailTakes initiative to get things done without being promptedAble to analyze and prioritize tasksAbility to stay organizedAble to complete tasks in a timely mannerDemonstrates a high degree of emotional intelligenceAble to work independentlyProduces high quality workKeeps errors and mistakes to a minimum, ensuring accuracy and consistencyStrong customer service skillsStrong problem-solving skillsPossesses a willingness to adaptAbility to relate to studentsAbility to collaborate with other administrative units to create an environment conducive to institutional successWork as a team memberAbility to engage in the College's mission and valuesPart-time work experience is calculated at 50% credit of full-time work experience.
Complexity & Creativity:
The Executive Assistant relies on the College's and TBR's documented policies and procedures as needed. A reasonable amount of analytical, technical and creative thinking skills is necessary when considering departmental staff needs. Steps are taken with little to no supervision to improve the work environment in regard to general office flow. Technical proficiency is maintained by attendance of software trainings and other professional development opportunities. It can be very time consuming to schedule meetings where conflicts can mean managing multiple priorities in creative ways.
Must have good interpersonal skills and the desire and ability to interact well with coworkers, students, and the public. Strong communication skills in working with business and industry partners, with a general understanding of workforce and community needs. It is also important to be professional, diplomatic and discreet as the position has access to personal and confidential information that may not be shared.
Must be able to show attention to detail. Must have strong written and spoken communications skills and be able to write grammatically correct communiqus such as email messages, meeting minutes, and letters. Must be extremely proficient in Microsoft Office - primarily Word, Excel, and Outlook, especially including creating and editing graphs, creating, formatting and editing spreadsheets and sharing documents via Office 365.Must understand database concepts. Must be willing and able to learn other software based/online systems for scheduling rooms, ordering equipment and materials and reporting. Must be able to operate a multi-line phone, copier, calculator, fax machine and scanner.Must be able to adapt to and master new technologies. Must be able to use Self-Service Banner (student database).
This position requires someone who must be able to independently prioritize and organize work including maintain multiple calendars and schedules; working with multiple distractions and interruptions; taking accurate messages and meeting minutes; adapting to new technologies and processes.
This position also must be aware of applicable higher education and other federal and state regulations such as FERPA (Family Educational Rights and Privacy Act), and others.
Magnitude of Impact:
The employee is part of the front line of the External Affairs division and can be the first person someone will meet when coming to the college. As a college employee, the decision to listen carefully to our students 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. It is important to be knowledgeable about the college and it is not easy as things are constantly changing.It serves our mission, goals, and objectives to serve through 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 has a significant impact on the college's success.
From an office management perspective, the decisions in maintaining the calendar from the office of the VP for External Affairs and in ordering and tracking items, and monitoring the budget can have a very positive or a very deleterious on the college to the extent that they are or are not well executed.
Responsibility for Accuracy:
Common errors include those in a typical office setting: 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 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 and double-checking with the vice president or other External Affairs employee(s). Work is verified as needed.
Financial Impact:
The employee is responsible for office material assets including office computer(s), printers, monitors, phone, scanner, etc. Additionally, 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.
Budgetary:
The employee does not have budget authority but will use budget tracking and purchasing software to assist in the tracking of various budgetary accounts under the office of External Affairs.
Judgement and Decisions:
The employee operates independently to manage office and set-up for efficiency; to maintain the office's calendar, subject to final approval from the VP. Coordinate with External Affairs direct reports in regards to office calendars. The employee operates independently, contacting numerous constituencies to track and verify contracts and expenditures as needed.
Nature of Contacts:
The employee has contact with the president and the president's office, with the other vice president's and their offices, with purchasing, human resources, all other divisions/departments and their respective staff members in the college; Tennessee Board of Regents (TBR staff), State of Tennessee auditors, outside vendors and community members. The contact is frequently to provide or get information to coordinate meetings, conferences, webinars, purchase orders, travel requests, leave requests, etc. Will be required to travel to and work with other Campus personnel.
Physical Demands:
Much of the work requires sitting in front of a computer and using the hands and fingers to type or use a computer mouse. Also, required to travel between buildings on campus. There may be infrequent travel including driving PSCC vehicles for training and conferences. Must be able to detect incorrect computation on paper and computer, detect color in Excel spreadsheets and other reports; making color copies; detect originals from copies. The employee must be able to prepare reports in Excel including graphics. This position involves extended periods of time viewing a computer screen. when communicating with students, other employees and faculty to answer their questions, to prepare minutes and to listen to audio training from computer. Occasional physical expectations such as moving tables, chairs, etc in setup of meetings and events.
Hazards:
Typical office risk of paper cuts, minor scrapes and bruises. Eye strain resulting from visual demands. Neck and back strain from extended desk work and stress. Carpal Tunnel and other repetitive motion disorders are potential risks are high due to extensive repetitive motions.
Full-time Employment Benefits:
Insurance Options: Health, Dental, Vision, Life, Short/Long-term Disability, FSA/HSAWellness Incentive Program, if enrolled in health planEducational Assistance: Fee Waiver, Spouse/Dependent discounts, Audit/Non-Credit, Reimbursement ProgramEmployee Assistance ProgramRetirement Options: Tennessee traditional pension plan option (TCRS), 401k with $100 company match, 457, 403bEmployee Discount program with over 900+ companies14 Paid Holidays/Year Includes paid days off the last week of DecemberSick Leave BankLongevity PayMany 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 atrecruiting@pstcc.edu .
If you are interested in this position, click on
Apply
located below or
Apply Now
in the upper right-hand corner.
#mrp
Executive Assistant I, External Affairs
Department:
External Affairs
Number of Positions:
1
Classification: 3m - on campus mobile
Position #:
600590
Type of Appointment:
Full-Time
Pay Rate:
$36,270 - $44,390/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.
Position Summary:
The overall purpose of this job is to support the daily operations of the office of the vice president of External Affairs and provide administrative support for the External Affairs division, (Workforce & Community Development, the Foundation, Marketing and Communications, and Career Development). Position is primarily located on the Hardin Valley campus but may be asked to work from other campuses and sites where events are held.
Essential Functions:
60% Provide daily office administration processes. These duties include: processing payroll, including leave forms for three executive directors; and one director; processing electronic purchase requisitions, petty cash and travel requests/claims for vice president and other External Affairs staff; scheduling meetings and events; campus mail; taking minutes from meetings; tracking and refilling inventory; scanning and filing documents; processing travel requests and post-travel claims; preparing reports and documents using Microsoft Office products; order business cards and nametags for External Affairs employees; maintain employee contact information for division; coordinate activities with the vice presidents and other members of the president's staff, faculty, staff, students, vendors, and the community; maintain vice president's appointment calendar; collaborate with other Senior Staff Executive Assistants in the coordination of campus wide and community events; schedule events in 25Live for vice president and other External Affairs staff including required physical and publicity needs; arrange for travel, conferences, and special events or other activities; maintain personnel, financial, statistical and other important/confidential records as needed.
15%
Assist in monitoring the budget request and expenditures during the fiscal year for the division
10%
Screen and handle all external calls, visits and inquiries to the vice president. Transfer or refer calls as appropriate. Respond to inquiries and requests via phone, email and in person. Handle each contact with appropriate levels of confidentiality and professionalism.
5%
Prepare minutes, compose/draft correspondence, and prepare reports, including graphs, as needed.
5%
Assist with reviewing and updating policies based upon TBR/THEC policy. Coordinate with division staff and others as needed.
5%
Participate in Human Resources professional development series throughout the year and forward.
Note:
The College reserves the right to change or reassign job duties, or combine positions at any time.
Key Results Areas:
Successful functioning of the office of the vice president of External Affairs; timely processing of purchase requisitions, meeting minutes, travel requests and meeting payroll deadlines. Must be able to function independently and work with co-workers. Must be able to use appropriate judgment, decision-making, and maintain confidentiality.
Job Requirements:An Associate's degree is required. 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 years of related professional experience is required. Prior experience in higher education preferred.Skills/Abilities :
Excellent communication skills - verbal and writtenAbility to effectively communicate with PSCC personnel, including faculty, staff and studentsAbility to effectively communicate with external constituencies.Maintain effective interpersonal relationshipsWork as a team memberAttention to detailTakes initiative to get things done without being promptedAble to analyze and prioritize tasksAbility to stay organizedAble to complete tasks in a timely mannerDemonstrates a high degree of emotional intelligenceAble to work independentlyProduces high quality workKeeps errors and mistakes to a minimum, ensuring accuracy and consistencyStrong customer service skillsStrong problem-solving skillsPossesses a willingness to adaptAbility to relate to studentsAbility to collaborate with other administrative units to create an environment conducive to institutional successWork as a team memberAbility to engage in the College's mission and valuesPart-time work experience is calculated at 50% credit of full-time work experience.
Complexity & Creativity:
The Executive Assistant relies on the College's and TBR's documented policies and procedures as needed. A reasonable amount of analytical, technical and creative thinking skills is necessary when considering departmental staff needs. Steps are taken with little to no supervision to improve the work environment in regard to general office flow. Technical proficiency is maintained by attendance of software trainings and other professional development opportunities. It can be very time consuming to schedule meetings where conflicts can mean managing multiple priorities in creative ways.
Must have good interpersonal skills and the desire and ability to interact well with coworkers, students, and the public. Strong communication skills in working with business and industry partners, with a general understanding of workforce and community needs. It is also important to be professional, diplomatic and discreet as the position has access to personal and confidential information that may not be shared.
Must be able to show attention to detail. Must have strong written and spoken communications skills and be able to write grammatically correct communiqus such as email messages, meeting minutes, and letters. Must be extremely proficient in Microsoft Office - primarily Word, Excel, and Outlook, especially including creating and editing graphs, creating, formatting and editing spreadsheets and sharing documents via Office 365.Must understand database concepts. Must be willing and able to learn other software based/online systems for scheduling rooms, ordering equipment and materials and reporting. Must be able to operate a multi-line phone, copier, calculator, fax machine and scanner.Must be able to adapt to and master new technologies. Must be able to use Self-Service Banner (student database).
This position requires someone who must be able to independently prioritize and organize work including maintain multiple calendars and schedules; working with multiple distractions and interruptions; taking accurate messages and meeting minutes; adapting to new technologies and processes.
This position also must be aware of applicable higher education and other federal and state regulations such as FERPA (Family Educational Rights and Privacy Act), and others.
Magnitude of Impact:
The employee is part of the front line of the External Affairs division and can be the first person someone will meet when coming to the college. As a college employee, the decision to listen carefully to our students 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. It is important to be knowledgeable about the college and it is not easy as things are constantly changing.It serves our mission, goals, and objectives to serve through 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 has a significant impact on the college's success.
From an office management perspective, the decisions in maintaining the calendar from the office of the VP for External Affairs and in ordering and tracking items, and monitoring the budget can have a very positive or a very deleterious on the college to the extent that they are or are not well executed.
Responsibility for Accuracy:
Common errors include those in a typical office setting: 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 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 and double-checking with the vice president or other External Affairs employee(s). Work is verified as needed.
Financial Impact:
The employee is responsible for office material assets including office computer(s), printers, monitors, phone, scanner, etc. Additionally, 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.
Budgetary:
The employee does not have budget authority but will use budget tracking and purchasing software to assist in the tracking of various budgetary accounts under the office of External Affairs.
Judgement and Decisions:
The employee operates independently to manage office and set-up for efficiency; to maintain the office's calendar, subject to final approval from the VP. Coordinate with External Affairs direct reports in regards to office calendars. The employee operates independently, contacting numerous constituencies to track and verify contracts and expenditures as needed.
Nature of Contacts:
The employee has contact with the president and the president's office, with the other vice president's and their offices, with purchasing, human resources, all other divisions/departments and their respective staff members in the college; Tennessee Board of Regents (TBR staff), State of Tennessee auditors, outside vendors and community members. The contact is frequently to provide or get information to coordinate meetings, conferences, webinars, purchase orders, travel requests, leave requests, etc. Will be required to travel to and work with other Campus personnel.
Physical Demands:
Much of the work requires sitting in front of a computer and using the hands and fingers to type or use a computer mouse. Also, required to travel between buildings on campus. There may be infrequent travel including driving PSCC vehicles for training and conferences. Must be able to detect incorrect computation on paper and computer, detect color in Excel spreadsheets and other reports; making color copies; detect originals from copies. The employee must be able to prepare reports in Excel including graphics. This position involves extended periods of time viewing a computer screen. when communicating with students, other employees and faculty to answer their questions, to prepare minutes and to listen to audio training from computer. Occasional physical expectations such as moving tables, chairs, etc in setup of meetings and events.
Hazards:
Typical office risk of paper cuts, minor scrapes and bruises. Eye strain resulting from visual demands. Neck and back strain from extended desk work and stress. Carpal Tunnel and other repetitive motion disorders are potential risks are high due to extensive repetitive motions.
Full-time Employment Benefits:
Insurance Options: Health, Dental, Vision, Life, Short/Long-term Disability, FSA/HSAWellness Incentive Program, if enrolled in health planEducational Assistance: Fee Waiver, Spouse/Dependent discounts, Audit/Non-Credit, Reimbursement ProgramEmployee Assistance ProgramRetirement Options: Tennessee traditional pension plan option (TCRS), 401k with $100 company match, 457, 403bEmployee Discount program with over 900+ companies14 Paid Holidays/Year Includes paid days off the last week of DecemberSick Leave BankLongevity PayMany 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 atrecruiting@pstcc.edu .
If you are interested in this position, click on
Apply
located below or
Apply Now
in the upper right-hand corner.
#mrp