Administrative Assistant of IDEAS

Job Title

Administrative Assistant 3 of IDEAS

$34,362 - $41,235

Walters State Community College - Morristown Campus (Employees are assigned to a “home” location but may occasionally or regularly be required to work at other WSCC locations.)

The purpose of this position is to provide comprehensive administrative, clerical, and receptionist support for the Department of IDEAS. The Administrative Assistant manages the department’s daily office operations, including reception, communication, scheduling, document processing, and travel authorization. This position also serves as the human resources liaison for new and returning adjunct faculty, coordinating applications, credentialing documentation, and other required employment materials to ensure timely and accurate processing.

• Provides comprehensive administrative assistance to staff, faculty, and adjunct faculty within the Department of IDEAS. Greets and assists walk-in visitors, directs incoming calls, and provides general information and customer service. Prepares purchase requisitions, receipts, and invoices for all departmental procurements. Performs document management tasks, including printing, copying, and scanning. Compiles and distributes monthly budget analysis reports and manages all travel arrangements and processes for IDEAS personnel.
• Coordinates the adjunct faculty application process. Reviews applications for completeness, communicates with applicants regarding missing documentation, and routes applications to appropriate deans for review. Prepares and distributes applicant correspondence, including approval, disapproval, or interview letters. Maintains a current database of approved adjunct faculty for dean access and files faculty evaluations each semester.
• Collaborates with staff, deans, and department heads to identify and process new adjunct faculty hires. Loads adjunct faculty into Banner for scheduling and assignment. Distributes, collects, and verifies employment and payroll documentation to ensure accuracy and timely processing. Creates and maintains personnel files, scanning and uploading materials to Banner. Processes transcripts by redacting personally identifiable information (PII) and updating the SACSCOC database.
  
  Coordinates orientation, oversees background checks, and maintains all adjunct personnel records and database updates.
• Maintains comprehensive and compliant faculty records within SACSCOC, MAESTRO, and BDMS databases. Develops and updates adjunct faculty profiles, ensuring the accuracy, and completeness of all educational and credential documentation. Scans, redacts, and uploads official transcripts in accordance with institutional policy and accreditation standards. Prepares and submits MAESTRO faculty credential forms for TN eCampus instructors, coordinates the dean review and approval process, and ensures all approved forms and records are accurately archived each semester.
  
  Provides administrative and technical support for TN eCampus faculty credentialing, assists with student inquiries, and collaborates with academic leadership in the planning, coordination, and documentation of faculty evaluations.
• Assists with adjunct faculty payroll by collecting, reviewing, and distributing W-4 and direct deposit forms. Verifies employment details related to dual service and retirement eligibility that may affect payroll. Supports ARGOS report preparation to ensure accurate final payroll processing each month.
• Plans and coordinates departmental meetings and events. Submits requisitions for printing and event materials, prepares venues, and provides on-site support and hospitality. Assists with the setup and logistics for the fall and spring Adjunct Convocations, including decorations and venue arrangements.
• Maintains a comprehensive master document of teaching terms, courses, degree updates, pay-level adjustments, years of service, and related information for adjunct faculty. Ensures ongoing accuracy and reporting readiness.
• May perform other duties as assigned.

• Associate's degree in Business, English or related field
• Four to seven years of…