Executive Assistant I, Student Affairs

Company: Pellissippi State Community College
Location: Knoxville
Posted on: October 23, 2024

Job Description:

Title: Executive Assistant I, Student Affairs
Pay Rate: $36,270 - $44,390.00/per year. Pay will be determined based on related work experience above required. To be considered in determining pay, all related work experience must be listed on the application.
Number of Positions: 1
Position #: 600490
Classification: 3 on-campus

Department: External Affairs

Type of Appointment: Full-Time
FLSA Status: Non-Exempt
Required Documents Needed to Upload at Time of Application:
* Resume
* Unofficial Transcripts
* Three Professional References (See below)
Reference check requirements:
Non-supervisory roles: three (3) current or former supervisors
* Personal references (friends, clergy, customers, relatives) are not considered acceptable references
Job Summary: The overall purpose of this job is to provide executive support for the Vice President of Student Affairs, and the Student Affairs staff, as we work together to meet students' needs. The Student Affairs Division includes Enrollment Services (Admissions, Records, Communication Center, Entrance Testing, Recruitment, Financial Aid), Student Services (Advising, Counseling, Disability Services, Career Services, Veterans Services, TRIO), New Student Orientation, , site campus administration, Student Conduct, Student Life, leave reporting, event planning and room reservations, and the organization, planning and execution of the college's graduation ceremonies (twice yearly).
Essential Functions:
40% Perform and execute administrative duties for Student Affairs. These duties include: processing payroll, including leave forms and leave reports; processing electronic purchase requisitions; scheduling meetings and events; taking minutes from meetings; tracking and refilling inventory; scanning and filing documents; responding to inquiries on the phone, via email and in person; schedule room reservations for departmental meetings/trainings/interviews, etc., process petty cash reimbursements, process travel requests, book flights and process travel claims; coordinate yearly revisions to the online college catalog, preparing reports and documents using Microsoft Office products; running reports in Argos; order business cards and name tabs for Student Affairs employees; order PSCC apparel for student ambassadors, process catering requests, maintain employee contact information for division. Schedule student meetings, complete background checks for the federal government.
40% Assist with complex planning and coordination to carry out special projects/events such as Graduation Ceremonies, staff retreats and other events. This planning and assistance includes, but is not limited to the following functions: researching potential venues and contacting venue managers to reserve facilities; processing electronic work orders for set-up; editing the event program; reserving caterers for the events; processing contract payments for venue and caterers; communicating with vendors, such as photographers, regarding event needs; organizing and training volunteers; update the website each semester , communicating via email, telephone and in person with students, family members, and faculty and staff regarding event details.
10% Communicate with students, parents, faculty and staff, and the public via telephone and email regarding college and departmental policies and procedures.
10% Facilitate large departmental mailings. Work with Marketing and Communications, and outside vendors to create and distribute communiques.
Note: The College reserves the right to change or reassign job duties, or combine positions at any time.
Key Result Areas:

• 
  
• Timely processing of purchase requisitions.
  
• Timely processing of meeting minutes.
  
• Well-organized graduation ceremonies.
  
• Timely processing of travel requests and reconciliation
  
• Process leave and meet payroll deadlines
  
• Timely processing of departmental online college catalog revisions
  
• Timely processing of room reservations
  
• Courteous, professional, and responsive communication with internal and external publics
  
  Job Requirements:
  
  • 
    
  • A.S. Administrative assistant experience with increasing levels of responsibility. B.S./B.A. preferred. Certified Administrative Professional certification (CAP) is a plus as is Microsoft certification in Office or specific applications such as Excel. On the job training will be required for college specific software and processes.
    
  • Three or more years of related professional experience.
    
    Part-time work experience is calculated at 50% of full-time experience.
    Skills and Abilities:
    What skills and specific knowledge are needed to perform this job? Is being proficient in a second language required?
    
    • 
      
    • This position requires a high degree of confidentiality regarding matters of sensitivity.
      
    • Serves as the "gate keeper" to the Vice President - using diplomacy, firmness while staying accommodating and professional.
      
    • Must be able to adapt to and master new technologies.
      
    • Mail merge - letters/envelopes/labels
      
    • Must be able to accurately type 40 wpm.
      
    • Must be able to use the following Microsoft Office programs: Word, Excel, PowerPoint, and Outlook.
      
    • Must be able to use Self-Service and Internet Native Banner (student database).
      
    • Must be able to operate and instruct others on how to use a fax machine.
      
    • Must be able to operate and instruct others on how to use a high-functioning photo copier/scanner.
      
    • Must be able to show attention to detail
      
    • Must be able to use R25LIVE room reservations/scheduling software.
      
    • Must be able to track a budget using Microsoft Excel.
      
    • .Must be able to use a calculator.
      
    • Must be able to write grammatically correct communiques such as email messages, meeting minutes, and letters.
      
    • Must be able to operate a multi-line telephone.
      
    • Must be able to conduct internet research.
      
    • Must be able to alphabetize.
      
    • Must be able to maintain electronic and paper files.
      
    • Must be able to independently prioritize work.
      
    • Must be able to maintain multiple calendars and schedules.
      
    • Must be able to complete work with multiple distractions and interruptions.
      
    • Must be able to communicate clearly and effectively with students, faculty, staff, and members of the community.
      
    • Must be able to diffuse situations with angry constituents.
      
    • Must be able to take accurate messages.
      
    • Must be knowledgeable about FERPA (Family Educational Rights and Privacy Act) regulations.
      
    • Must be knowledgeable about college Admissions and Records policies.
      
    • Must be able to maintain strict confidentiality about student and employee situations.
      
      Magnitude of Impact: Decisions made directly impact the smooth functionality of our office. Excellent organizational skills are necessary to implement well-organized graduation ceremonies.
      Responsibility for Accuracy: It is possible to insert the wrong budget codes while processing purchases in PelliBiz - if this was not detected, the purchases could be charged to the wrong budgets.
      When preparing the Commencement Ceremony Program, potential errors could occur this could impact the flow of the ceremony (i.e., wrong order, students listed under the wrong majors, etc.).
      Budget: Must be able to track expenditures and run reports on budget variances.
      Judgement & Decisions: This position requires some anticipation of the needs of the Vice President.
      The following decisions are made independently: manage office and set-up for efficiency; technology needs for departmental fluidity; maintain and purchase inventory as needed.
      A reasonable amount of analytical, technical and creative thinking skills are necessary when considering departmental staff needs. Steps are taken with little to no supervision to improve the work environment in regards to general office flow.
      Nature of Contacts:
      Internal contacts:
      
      • 
        
      • Student Affairs Assistant Vice Presidents/Dean of Students - scheduling meetings and room locations, scheduling student appointments, ordering apparel for student ambassadors.
        
      • Student Affairs Directors (Directors of the following areas: Admissions, Records, Financial Aid, Counseling, Student Life and Recreation, New Student Orientation, Career Services, Veterans Services TRiO Student Support Services, Disability Services)
        
      • Campus Deans - Giving and getting vital information regarding needs of the Vice President.
        
      • Purchasing Office - Working out discrepancies in regards to purchase orders.
        
      • Payroll Office - Clarifying leave discrepancies for approximately 35 staff members.
        
      • Marketing and Communications Department - Working closely in regards to preparation and timeline of our commencement programs and other mail outs.
        
      • Facilities Department - Working closely to assure packing and delivery of items needed for commencement and various meetings.
        
      • Safety and Security Department - Scheduling police coverage for our commencement ceremonies at UT's Thompson-Boling Arena twice per year.
        
      • Executive Assistant and Executive Secretary to the President
        
      • Executive Assistant to the Vice President of Business and Finance
        
      • Executive Assistant to the Vice President of Information Services
        
      • Executive Assistant to the Vice President of College Advancement
        
      • Chair of Sustainable Campus Committee
        
      • Faculty
        
        External contacts:
        
        • 
          
        • Manager of the Thompson-Boling Arena - Collaboration between us to secure dates and times for our commencement ceremonies. Sending work orders with set-up instructions.
          
        • Manager of the Knoxville Civic Coliseum
          
        • Food Service Director @ PSCC
          
        • Food vendors - Scheduling catering for all volunteers at commencement.
          
        • Bookstore Manager - coordinating in regards to cap and gown orders for our graduates.
          
        • Grad Images Photography - Working closely to assure that they deliver our reader cards and provide pictures for our grads at commencement.
          
        • Direct Mail Service - Schedule mailings to let students know they may be closer to graduating than they thought. Invite them to see an advisor.
          
        • FBI Agents - Verify background check for current and previous students that are applying to work in Federal Government positions.
          
        • Parents of students - Answering questions as they arise regarding graduation and various other events.
          
          Physical Demands: This position requires a reasonable level of fitness. On occasion, some lifting, walking and standing for extended periods of time are required.
          Full-time Employment Benefits:
          * Insurance Options Health, dental, vision, life, short/long-term disability, FSA/HSA Wellness Incentive Program, ifenrolled in health plan
          * Educational Assistance Fee Waiver Spouse/Dependent discounts Audit/Non-Credit Reimbursement Program
          * Employee Assistance Program
          * Retirement options Tennessee traditional pension plan option (TCRS) 401k with $50 company match/457/403b
          * Employee Discount program with over 900+companies
          * 13 Paid Holidays/Year Includes paid days off the last week of December
          * Sick Leave Bank
          * Longevity Pay
          * Many opportunities for professional development
          Special Instructions to Applicants: To be considered for a position at Pellissippi State, you must create an on-line application. Your skills, abilities, qualifications, and years of experience will be evaluated using only what is recorded on your application. Work experience that is not listed on the application will not be considered towards qualifying and/or compensation. Please note: attaching a resume does not substitute for completion of the application form. Part-time work experience is calculated at 50% of full-time experience. Please note: to scan, upload, or attach documents, a computer and scanner are available at the Hardin Valley Campus Educational Resources Center, if needed.
          Pellissippi State Community College is an EEO/AA/Title VI/Title IX/Section 504/ADA employer
          If you have any problems or questions please contact Human Resources at Pellissippi State Community College's Human Resource Office at 865-694-6607 or by email at .
          If you are interested in this position, click on the link to the left to apply.
          #mrp
          

Keywords: Pellissippi State Community College, Kingsport , Executive Assistant I, Student Affairs, Accounting, Auditing , Knoxville, Tennessee