Administrative Assistant 3; Social and Behavioral Sciences

Southwest Tennessee Community College is a comprehensive, multicultural, public, open—access college. Southwest has four campuses/centers from which it offers over 100 programs and over 20 technical certificate programs.

We foster student success, transform lives, and increase the educational level of a growing community in Shelby County. Southwest is a Tennessee Board of Regents institution, accredited by the Commission on Colleges of the Southern Association of Colleges and Schools.

Title: Administrative Assistant 3 (Social and Behavioral Sciences)

Employee Classification: Clerical & Secretarial

Institution: Southwest Tennessee Community College

Department: Social and Behavioral Sciences

Campus

Location:

SWTCC - Multiple Campus Locations

This is a full-time support position reporting to the Department Chair, Administration. The Administrative Assistant 3 provides office and clerical support to ensure the efficient, effective, and successful operation of the Social and Behavioral Sciences Department. The position serves as the first point of contact for visitors, students, faculty, staff, and community partners, performing a variety of clerical, administrative, and customer service tasks.

• Serve as office receptionist: answer and appropriately route telephone calls, emails, and in-person inquiries.
• Interact and communicate professionally with students, faculty, staff, vendors, and community partners.
• Manage the department’s schedule and calendar; set meetings and appointments as directed.
• Open, log, sort, distribute, and track all incoming and outgoing mail and checks.
• Prepare, process, and track routine business forms, invoices, and contracts, including entering requisitions and corresponding with vendors.
• Handle travel arrangements, reimbursements, and special event planning (e.g., conferences, meetings, workshops).
• Provide word processing, copying, scanning, faxing, and report generation.
• Order and manage office supplies; assist others with requisitions and typing projects.
• Establish, maintain, and archive both digital and paper filing systems for sensitive and confidential materials, meeting notes, and project files.
• Coordinate Student Refund Appeals: enter and track appeals in the database, review for accuracy, communicate with students for additional documentation, submit to committees, and notify students and departments of final decisions.
• Assist with audits by preparing documentation and providing contractual commitments to auditors.
• Prepare meeting agendas, attend meetings, record minutes, and maintain accurate records.
• Provide outstanding customer service to faculty, staff, students, and the general public.
• Efficiently manage files, maintain current contact lists, and update distribution lists.

• High School Diploma
• Four (2) or more years of office experience
• Background check required for successful candidates.

• Associate or Bachelor’s degree.
• Experience working in higher education.

• Working knowledge of Microsoft Word, PowerPoint, and Excel.
• Excellent human relations, time management, organizational, and communication skills. Ability to manage sensitive and confidential information with discretion.

The intent of this job description is to provide a representation of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Candidates who are called for an interview must notify Human Resources in writing at least five (5) days in…