Division Secretary- Business and Technology

The Division Secretary provides administrative support for the Business and Technology Division and general student services. This in-person position is based on the Columbia, TN campus.

• Perform general administrative/customer service duties for Dean and full and part-time faculty in assigned building(s). Duties include but are not limited to word processing, assistance with preparing and copying course material, syllabi, handouts, generating reports, program reviews, correspondence, mail distribution, document and requisition preparation. Assist with special functions as assigned.
• Respond to inquiries (phone/email) and provide accurate information to all constituencies.
• Serve as message center and central information center for the building(s) for the assigned division.
• Set up and maintain division files, process forms, maintain logs, files for faculty, special projects, etc.
• Maintain confidentiality of information.
• Maintain/requisition office equipment and supplies.
• Order and inventory instructor textbooks, support materials and supplies for faculty.
• Assist in orienting part-time faculty to general campus operations.
• Provide first-line advising to students.
• Work with other departments, extended campuses and T  institutions in support of division work.
• Schedule rooms, faculty and courses as needed using Banner and Coursedog systems.
• Supervise student workers
• Each semester, collaborate in building the electronic course schedule, entering faculty assignments, scheduling classrooms , and preparing the summary of part-time faculty assignments/loads.
• Coordinate, monitor, assign, and/or re-assign faculty advisors for students.
• Provide support to faculty/directors throughout the program admission process (ie, receive/process applications/materials, compile candidate records, generate communications, extract necessary information from student records.)
• Support development, oversight of programs and services that result in enrollment, progression, retention and graduation growth for the service area.

• Coordinate times, locations and information for meetings and/or events.
• Assist with college-wide registration process and other college administrative functions as needed.
• Provide support for college/division/program events and projects.
• Other duties as assigned by the Division Dean and the Vice President.

• High School diploma (or equivalent) AND minimum of Two (2) years of administrative assistant experience

• Associates Degree

• Bachelor’s degree
• Previous Higher Education Experience.
• Familiarity with Banner and other Student Information Systems.

• Ability to communicate effectively in written and spoken English.
• Extensive computer skills which include most Microsoft Office applications, internet research and the ability to use other computer software for support of division functions.
• Ability to operate standard office technology.
• Extensive organization and management skills.
• Ability to balance workload with multiple tasks.
• Able to work without direct supervision.
• Ability to analyze, evaluate and take appropriate actions.
• Ability to relate to diverse faculty, staff, students and the public.

• Normal work week of 37.5 – weekly schedule will vary.
• Sitting, typing or standing for extended periods of time may be required.
• Visual and hand usage for personal computers.
• Various activities, i.e., occasional light to medium weightlifting, walking and carrying items from one building to another.
• Ability to work adjusted hours as needed.

Student Workers

$29,520 - $35,420

Salary offers are determined based on documented education and relevant full-time experience. Applicants are responsible for ensuring all qualifying credentials and experience are clearly reflected on their resume for consideration.

As Tennessee’s first community college (established in 1966), Columbia State is committed to student success both in and out of the classroom, as well as economic and community development in our nine-county service area.…