Administrative Assistant III
2 weeks ago
Job Summary:
The Administrative Assistant III will provide administrative and clerical support to the Executive Director and other directors in the Workforce and Community Development department. This includes providing customer service, answering phone calls and emails, and assisting with travel authorizations, requisitions, and purchase orders.
Key Responsibilities:
- Provide administrative and clerical support to the Executive Director and other directors in the Workforce and Community Development department.
- Answer phone calls and emails to collect pertinent information from external clients and potential customers to assist in scheduling external rentals for the college's facilities on four campuses.
- Collect facility usage applications and upload the initial request in the college's scheduling software, 25Live.
- Communicate approval of requests by sending email detailing arrangements made on behalf of the group/event and estimated costs in an official confirmation of the reservation.
- Communicate via email request denials to clients, along with an explanation for the reason as it pertains to policies and procedures.
- Provide customer service in Workforce & Community Development for prospective non-credit students, community members, businesses, and industry.
- Take registration and payment information and process credit card transactions for individuals requesting assistance in registering for WCD classes.
- Assist in confirming registrations and payments for third-party online course vendors as needed.
- Prepare course enrollment documents for faculty and students, including class rosters, attendance sheets, handouts, evaluations, certificates, and other materials.
- Submit invoices to the business office for all rentals at the end of each month.
- Assist the Community Services director in preparation of children's summer camp programs as requested.
- Assist with the preparation and distribution of the WCD digital newsletter.
Requirements:
- A high school diploma or equivalent is required. An Associate's Degree is preferred.
- A minimum of 2 years of customer service, administrative, secretarial, or clerical experience is required.
- 2 years of computer use or database manipulation is preferred.
- Part-time work experience is calculated at 50% credit of full-time work experience.
Skills and Abilities:
- Excellent customer service skills and ability to work with a diverse range of clientele in a fair and consistent manner.
- Ability to multi-task while still being detail-oriented.
- Ability to work independently and effectively prioritize.
- Ability to maintain a positive attitude, remain flexible, and adapt well to change.
- Ability to exercise proper telephone and email etiquette and protocol to communicate clearly and work with college staff on all levels.
- Excellent organizational skills in information and record management.
- Ability to be a team player.
- Possess knowledge of modern office practices and procedures.
- Ability to learn and become proficient in computer programs quickly.
Physical Demands:
- The ability to maneuver around campus frequently on a daily basis to do business with other departments, run errands, check mail, make deposits, etc.
- While the position is based at Hardin Valley, there may be infrequent travel to the other PSCC campuses.
- The ability to sit for long periods as this position requires using a computer for long stretches of time.
Benefits:
- Insurance options, including health, dental, vision, life, short-term and long-term disability, FSA/HSA, and wellness incentives.
- Educational assistance, including fee waivers and audit/non-credit reimbursement programs.
- Employee assistance program.
- Retirement options, including the Tennessee traditional pension plan and 401(k) with a $50 company match.
- Employee discount program with over 900 companies.
- 13 paid holidays per year, including paid days off the last week of December.
- Sick leave bank.
- Longevity pay.
- Many opportunities for professional development.
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