Administrative Assistant III

2 weeks ago

Knoxville, Tennessee, United States Pellissippi State Technical Community College Full time
Job Title: Administrative Assistant III

Job Summary:

The Administrative Assistant III will provide clerical, administrative, and technical support to the management and instructors of Workforce and Community Development. This role will also support the registration process for continuing education and workforce training courses, as well as the rental application and invoicing for Pellissippi State's rooms/physical spaces by non-college affiliated organizations.

Key Responsibilities:
  • Provide administrative and clerical support to the Executive Director and other directors in the WCD department.
  • Assist with travel authorizations/claims, requisitions and purchase orders, letters of agreement for workforce training, departmental mail distribution, adjunct instructor contracts, maintaining training records, and daily operations of office.
  • Answer phone and/or emails to collect pertinent information from external clients/potential customers to assist in scheduling external rentals for the college's facilities on four campuses.
  • Provide preliminary information on the details and amenities of requested locations, referring to Event Services for assistance as needed.
  • Collect facility usage applications and upload the initial request in the college's scheduling software, 25Live.
  • Communicate via email request denials to client, 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 (i.e., class roster/attendance sheets, handouts, evaluations, certificates, etc.).
  • Submit invoices to the business office for all rentals at the end of each month.
  • Assist Community Services director in preparation of children's summer camp programs as requested.
  • Assist with the preparation/design and distribution of the WCD digital newsletter.
Requirements:
  • A high school diploma or equivalent is required. An Associate's Degree is preferred.
  • A minimum 2 years of customer service, administrative, secretarial, or clerical experience required.
  • 2 years of computer use or database manipulation 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 able to 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.
  • Be a team player.
  • Possess knowledge of modern office practices and procedures.
  • Must be able to learn and become proficient in computer programs quickly.
Physical Demands:

This position requires the ability to maneuver around campus frequently on a daily basis in order 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.

There is only occasionally a need to lift boxes or equipment up to 25 pounds or more during the course of an average work day for distributing advertising materials/course schedules, class-related materials, and office supplies.

The ability to sit for long periods as this position requires using a computer for long stretches of time.

Benefits:
  • Insurance Options Health, dental, vision, life, short/long-term disability, FSA/HSA Wellness Incentive Program, if enrolled 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.

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