Administrative Assistant

Administrative Assistant

Institution: Volunteer State Community College

To provide support for the Economic Development and Strategies division by performing office administrative and clerical duties and delivering excellent customer service to ensure the efficient operation of the division.

• Provide office administrative and clerical support for the Economic Development and Strategies division.
• Act as the point of contact between the department, the public, and other college offices.
• Collect and compile data for reports and correspondence.
• Coordinate with office staff to answer telephones and provide information, distribute incoming mail and paperwork, and submit work orders for the department.
• Schedule meetings and events, maintain records and filing systems, monitor and order office supplies and equipment.
• Prepare meeting agendas, attend meetings, and record minutes as needed.
• Work collaboratively with other staff support personnel to create, maintain, and update office procedure manuals and provide training.
• Prepare/routes forms and operational records for budgets, grants, contracts, purchasing, audits, and personnel actions.
• Assist with materials related to department budget, purchasing, and Procard documentation.
• Assist with items related to committee assignments.
• Arrange and prepare travel, conferences, appointments, special events or other business activities.
• Enter student registration data, collect and receipt registration fees, and prepare daily deposits.
• Prepare course/workshop materials, evaluations, and reports.
• Monitor the Contract/Invoice Payment Report for accuracy and timelines; batch settlements; banner reconciliation.
• Cultivate, maintain and update the Employer Prospect Report and Email Marketing Lists.
• Compile and assist with reporting for THEC hours and the monthly division dashboard including monthly/quarterly profitability reports.
• Provide assistance with the KEY Series (Keep Educating Yourself), including communication, registration, and customer service.
• Receive training as a Building Coordinator to direct building occupants in the event of an emergency or crisis.
• Perform other duties as assigned.

• High school diploma or GED equivalent.

• Associate's degree.
• Certified Administrative Professional (CAP) Certification.
• Experience in higher education.
• Experience with Banner.
• Minimum of one year of experience in an office environment.

• Knowledge of administrative procedures and filing systems.
• Excellent oral and written communication skills.
• Ability to use business English and math effectively.
• Proficiency in Microsoft Office applications.
• Ability to multi-task in a fast‑paced environment and handle confidential information.
• Ability to handle difficult situations and establish effective working relationships.
• Ability to adapt, learn, and utilize new computer software programs and understand new and changing policies and procedures adopted by the College.
• Commitment to a positive customer service philosophy.
• Detail oriented, highly organized, and self‑motivated.

Pay Rate: $34,736 - $41,684 annual salary depending on experience

Benefits: Volunteer State offers a comprehensive benefits package, including but not limited to the following:

• Health, Dental, Vision, Life, Disability (long and short term), FSA/HSA
• Wellness Incentive Program (if enrolled in Health)
• Educational Assistance:
  Fee Waiver, Spouse/Dependent Discounts, Tuition Reimbursement
• Employee Assistance Program
• Longevity Pay
• Retirement Options:
  State of TN Pension (TCRS), 401a, 401K with up to $50/month match, 403b, and 457
• 14 Paid Holidays/Year
• Annual Leave (if applicable)
• Sick Leave
• Sick Leave Bank
• State Employee Discount Program with over 900 merchants

Special Instructions To Applicants: Unofficial transcripts are acceptable for the application process. Official transcripts will be required upon hire. Applicants may be subject to a background check.

Seniority level: Entry level

Employment type: Full-time

Job function: Administrative

Industries: Higher Education