Administrative Assistant IV

Employment is contingent upon successfully completing a criminal background check as mandated by Tennessee State University.

Official transcripts for positions which require a post-secondary undergraduate degree, advanced degree and/or certification must be presented upon hire.

An unofficial transcript may be attached in the “Transcript” section.

You will be required to provide names and contact information for three references during your application to the posting. If you are the recommended candidate for the position, our online hiring system will automatically generate solicitation for these letters using contact information you provided.

Position Information

Position Title

Division

Division College of Graduate Studies

Department

Department Dean of Graduate Studies

Number of hours per week

Number of hours per week 37.5

Days to be worked

Months per year

Months per year Fiscal (12 months)

If modified, list months

Job Type

Job Type Full-Time

Campus

Campus Main Campus

If other location, please indicate

Position Number

Position Number 084770

Advertised Salary

Advertised Salary $30,712.50 - $36,855.00

Pay Basis

Pay Basis Semi-Monthly

Job Description

The Administrative Assistant IV provides advanced administrative and operational support to the Dean and the School of Graduate and Professional Studies. This position is responsible for coordinating daily office operations, managing communications, maintaining records, and supporting academic and administrative functions. The incumbent serves as a key liaison among university departments, faculty, staff, students, and external stakeholders while ensuring efficient and professional office operations.

Duties include composing and preparing routine and non-routine correspondence, memoranda, reports, presentations, and other official documents; scheduling and coordinating meetings, appointments, workshops, recruitment activities, and special events; and preparing agendas, maintaining records, and drafting meeting minutes for administrative review. The Administrative Assistant IV is responsible for maintaining student, personnel, financial, and statistical records in accordance with university policies and procedures and ensuring the confidentiality of sensitive information.

The position processes graduate assistantship contracts, personnel documents, travel authorizations, purchasing requests, and other university forms and transactions. Responsibilities also include monitoring office communications, responding to telephone calls and email inquiries, greeting visitors, and providing information and assistance to students, faculty, staff, and external constituents.

The Administrative Assistant IV supports graduate admissions, student recruitment initiatives, orientation programs, commencement activities, and other student engagement efforts. The incumbent assists with budget-related activities by tracking departmental expenditures, maintaining financial records, and preparing supporting documentation for administrative review.

Additional responsibilities include coordinating faculty travel arrangements and reimbursement processes; utilizing university systems such as Banner, Dynamic Forms, and other enterprise applications to support departmental operations; serving as a liaison between the School of Graduate and Professional Studies and internal and external stakeholders; and performing other duties as assigned to support the mission and goals of the School and the University.

The successful candidate must demonstrate strong organizational, communication, and customer service skills; the ability to manage multiple priorities simultaneously; proficiency with office technology and university systems; attention to detail; sound judgment; and the ability to maintain confidentiality while working effectively in a fast-paced higher education environment.

Minimum Qualifications

Graduation from high school or equivalency ( GED ).

Minimum of three (3) years of administrative experience.

Effective interpersonal and communication skills, both oral and written.

Ability to manage multiple projects and priorities effectively.

Ability to compose correspondence and reports with minimal supervision.

Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams.

Ability to establish and maintain effective working relationships with students, faculty, staff, and external…