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Administrative Coordinator

2 months ago

Memphis, Tennessee, United States The Tennessee Board of Regents Full time
Job Summary

The Tennessee Board of Regents is seeking a highly skilled and experienced Administrative Assistant to join our team. As a key member of our Marketing and Communications department, you will provide exceptional administrative support to the Associate Vice President of Strategic Marketing and Communications.

Key Responsibilities
  • Administrative Support: Provide personal secretarial services, including office administrative duties from general to complex critical tasks.
  • Communication: Screen calls, manage calendars, make travel arrangements, prepare procurement documents and contracts, plan meetings and events, maintain files, prepare minutes of meetings, edit various documents, and communicate with internal management and staff, students, community representatives, and vendors.
  • Task Management: Coordinate the processing of consultant agreements with internal stakeholders, assist in planning and execution of department events, archive print and online news hits about the College, monitor community events calendars and activities, and maintain an efficient filing system.
  • Correspondence: Compose routine and non-routine correspondence independently, read incoming mail, and process mail and other college forms for office staff.
  • Travel Arrangements: Make arrangements and preparation for travel, conferences, appointments, special events, or other activities and follow-up for the Communications, Marketing, and Community Relations Department.
Requirements
  • Education: High School Diploma or equivalent, plus three (3) years secretarial experience.
  • Experience: Five (5) or more years of clerical or secretarial experience.
Preferred Qualifications
  • Education: Associate's Degree in Business Administration or equivalent experience as an Office Manager in an academic environment.
Knowledge, Skills, and Abilities
  • Administrative Procedures: Knowledge of administrative and clerical procedures and systems, such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
  • Office Practices: Knowledge of modern office practices, procedures, and equipment.
  • Word Processing: Skill in word processing.
  • Computer Skills: Proficient in Microsoft Office and Windows OS.
  • Business English: Ability to use business English effectively.
  • Arithmetic: Ability to calculate arithmetic accurately.
  • Relationship Building: Ability to establish and maintain effective working relationships.
  • Communication: Ability to express ideas clearly and concisely.
  • Office Management: Ability to manage office effectively.
  • Dictation: Ability to take and transcribe dictation at a working rate of speed either by notes or machine.
  • Foreign Language: Foreign Language proficiency (speak, comprehension, read).