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Administrative Coordinator to the President

2 months ago

Knoxville, Tennessee, United States The Tennessee Board of Regents Full time
Job OverviewPosition Title: Administrative Coordinator to the President

Salary Range: $36,270 - $44,390.00 annually. Compensation will be based on relevant work experience exceeding the minimum requirements. All pertinent experience must be detailed in the application.

Vacancies: 1

Job Classification: 3 - on campus

Department: Office of the President

Employment Type: Full-Time

FLSA Classification: Non-Exempt

Documents Required for Application:

•Resume

•Unofficial Academic Records

•Three Professional References (Details below)

Reference Check Requirements:

For non-supervisory positions: three (3) current or former supervisors are required.

•Personal references (friends, clergy, customers, relatives) are not acceptable.

Position Summary: The primary function of this role is to provide comprehensive administrative support to the Office of the President, executing clerical duties, and assisting staff, students, and other stakeholders in addressing inquiries and challenges.

Key Responsibilities:

50% Organizational Assistance:
  • Collects and distributes mail for the President's Office and manages routing as necessary. Prepares correspondence and packages for mailing via USPS or FedEx.
  • Maintains the office filing system, ensuring files are up-to-date and organized.
  • Assists in the organization of conferences and special events as required.
  • Supports the Executive Assistant III in managing the President's calendar.
  • Coordinates travel arrangements for the President as needed.
  • Maintains essential records, including personnel, financial, and statistical data.
  • Manages sick and annual leave documentation for the President's direct reports through electronic systems.
  • Collaborates with the Executive Assistant III to keep policies current.
  • Oversees requisitions for office supplies and college memberships.
  • Performs additional duties as assigned.

30% Communication Duties:
  • Proofreads and prepares documents such as letters and memos for distribution.
  • Participates in President's Staff meetings, assisting with setup and note-taking.
  • Maintains communication with internal and external stakeholders for the President through both verbal and written correspondence.
  • Manages the President's Office email inbox.

20% Commitment to Service:
  • Welcomes visitors and assists in resolving issues for students, staff, and others.
  • Provides support to Executive Assistants in Academic Affairs, Student Affairs, External Affairs, and the Foundation as needed.
  • Offers assistance to Institutional Compliance and TnCIS as required.

Note: The organization reserves the right to modify job duties or combine positions as necessary.

Key Performance Indicators: Effective management of the President's schedule, timely preparation of reports, and clear communication with stakeholders.

Job Qualifications:

An associate's degree with three years of administrative or secretarial experience is required, or a high school diploma with four years of relevant experience.

A Bachelor's degree is preferred.

Part-time experience is calculated at 50% of full-time experience.

Skills & Competencies:
  • Demonstrates excellent verbal and written communication skills for professional interactions.
  • Maintains a high level of organization to effectively manage documents and administrative tasks.
  • Handles sensitive information with discretion and professionalism.
  • Proactively identifies and resolves issues.
  • Proficient in office software and tools for scheduling, communication, and data management.
  • Coordinates events, meetings, and travel arrangements with ease.
  • Builds and sustains positive relationships with stakeholders.
  • Engages with the College's mission and values.

Complexity & Creativity: Familiarity with Microsoft Word, Excel, R-25, Sci-Quest, and Banner software is essential. Knowledge of standard administrative procedures, phone etiquette, filing, ordering supplies, and effective communication skills are required. Ability to prioritize multiple tasks while maintaining confidentiality and accuracy is crucial. Must be capable of working independently and collaboratively with colleagues. Technical proficiency is enhanced through ongoing training and professional development opportunities.

Impact of Role: Decisions made within the President's Office have significant implications for all students, faculty, and staff.

Accuracy Responsibilities: Errors in scheduling or contact information could lead to significant misunderstandings and embarrassment for the President.

Judgment & Decision-Making: Responsible for scheduling appointments, ordering supplies, and making logistical decisions for meetings.

Full-Time Employment Benefits:

•Comprehensive Insurance Options: Health, dental, vision, life, short/long-term disability, FSA/HSA Wellness Incentive Program, for those enrolled in health plans.

•Educational Assistance: Fee waivers, spouse/dependent discounts, audit/non-credit reimbursement programs.

•Employee Assistance Program.

•Retirement Options: Traditional pension plan, 401k with company match, and other retirement savings plans.

•Employee Discount Program with numerous companies.

•Paid Holidays: 13 per year, including paid time off during the last week of December.

•Sick Leave Bank.

•Longevity Pay.

•Opportunities for professional development.

Application Instructions: To be considered for a position, applicants must complete an online application. Skills, qualifications, and experience will be evaluated based solely on the information provided in the application. Unlisted work experience will not be considered for compensation. Note that attaching a resume does not replace the need to complete the application form. Access to scanning and uploading documents is available if needed.

The Tennessee Board of Regents is an EEO/AA/Title VI/Title IX/Section 504/ADA employer.

If you are interested in this position, please proceed to the application link provided.