Senior Administrative Assistant

Title: Senior Administrative Assistant

POSITION SUMMARY

To provide administrative support to the Vice President of Business & Finance as well as the Office of Business & Finance.

ESSENTIAL JOB FUNCTIONS/JOB DUTIES AND RESPONSIBILITIES

First point of contact for the Business & Finance organization visitors, guests and callers. Performs a variety of variety of general clerical and administrative duties, including preparing routine correspondence, forms and other documents and assisting with assembling information for various projects.

Performs administrative duties associated with contracts, purchasing and budgeting, including managing contracts, entering requisitions, corresponding with vendors regarding invoices and tracking budget line items. Interacts and communicates with students, staff and community partners.

Perform routine clerical tasks for the Vice President Business & Finance including answering phone, scheduling appointments, copying, scanning, faxing, filing, generating reports, opening/distributing mail and preparing log of incoming checks, ordering office supplies, assisting others with entering requisitions and various typing projects, assist students and visitors by providing information or directing them to the appropriate department or person.

Plan and prepare for travel, conferences and other special events. Establish and maintain digital and paper filing systems to track and archive sensitive and confidential correspondence, meeting notes and project files. Ensure contracts, invoices, amendments, and change orders are properly filed.

Coordinates the Contract Approval Process (e.g., non-personnel) by maintaining a record system for new, current and expired contracts. Include routing legal documents for signatures and tracking renewal and expiration dates for action. Assist with the audit process to provide contractual commitments to auditors, as needed. Develop and maintain a filing system of both hard and electronic documents.

Coordinate Student Refund Appeals process by entering information into database and submitting Appeals to Committee for approvals. Review each appeal for accuracy and contact students if questions, further documentation, and/or changes are needed. Track status of appeal throughout the process. Upon final committee decision, notify students via letter and all departments involved.

Develop and maintain a filing system of both hard and electronic documents.

Generate Dual Service Agreements for instructors who are also employed elsewhere within the State government. Review agreements for accuracy and coordinate changes with the department. Maintains contracts database, submits agreements for authorized approvals between college and outside agencies. Develop and maintain a filing system of both hard and electronic documents.

Prepare President’s Quarterly Report of Expense for Tennessee Board of Regents. Includes checking for accuracy and obtaining all auditable documentation and working with internal auditors on questions. Prepares meeting agendas, attends meetings, keeps records, and prepares minutes. May supervise student workers or temporary employees.

REQUIRED QUALIFICATIONS

Associate’s degree

Three (3) years of experience providing a variety of administrative support

PREFERRED QUALIFICATIONS

Bachelor’s degree

Certified Administrative Professional Certification (CAP)

Experience in preparing documents, reports, excel spreadsheets, and presentations

Familiarity with Banner, Dynamic Forms, SciQuest/Jagger, DocuSign and other web-based systems

KNOWLEDGE, SKILLS AND ABILITIES

Ability to work collaboratively with a wide range of population of faculty, staff and students. Detail oriented with the ability to multitask and work with competing deadlines. Discretion, judgment, and ability to handle confidential matters. Must be able to work independently, take initiative and make substantive decisions quickly. Excellent oral and written communication skills are required.

Exceptional listening skills, interpersonal skills, diplomacy and the ability to effectively interact and build trusted relationships with wide range of internal and external constituencies. Proven ability to effectively organize, prioritize and perform multiple job functions, balance conflicting priorities, meet deadlines with short turn-around times and manage changing situations.

Open Until Filled: Yes

Rate of Pay: $45,727.50 - $54,873.00 depending on experience

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