Administrative Assistant

Job Description

Job Description

Title: Administrative Assistant

Institution:  Volunteer State Community College

Job Summary:

This position provides support and coordinates the daily activities of the Center of Emphasis, Health Sciences Continuing Education. Primary responsibilities include monitoring and reconciling center revenues and expenditures, providing faculty and student assistance related to course scheduling, registration, and data retrieval. Schedules instructors, keys contracts and enters courses into course registration information management system. Will provide supportive administrative assistant duties to OSHA and General Workforce Development programs as needed. Assist students with registration for all Economic Development and Strategies (non-academic credit) courses.

Job Duties:

Acts as a point of contact for the department to the community and the college campus. Assists all internal and external customers in a friendly and supportive manner. Assists customers with course scheduling, registration, paperwork/forms, and fee payments. Processes, monitors, and reconciles all financial aspects of the operations of the Center of Emphasis including revenues from student fees, purchase orders and documentation, invoicing, processing adjunct instructor contracts and payroll, and managing expenditures. Responsible for producing monthly Center of Emphasis budget report. Monitors contract/invoice payment report for accuracy and timeliness; monitors batch settlements and Banner reconciliation. Assists Division Executive Administrative Assistants with monthly contracts report. Assists with departmental budget and procard documentation. Coordinates the daily activities of the Center of Emphasis, ensuring timely submission of reports and documentation and accurate data collection and entry. Compiles and assists with reporting for THEC hours and the monthly division dashboard, including monthly/quarterly profitability reports. Manages the center’s classes through the course registration information system database, ensuring accurate data input and documentation for continuing education unit (CEU) awards and student records/transcripts. Enters course details, close-out, evaluations and generates data reports. Assists with classroom preparation, manages rosters and provides instructors with necessary documents, as appropriate. Organizes the distribution, updates, and collection of all student documents/forms. Assists with clinical reports and clinical placements Assists with general administrative duties as assigned, including OSHA and General Workforce Courses. Works collaboratively with others, both internal and external, concerning State of Tennessee Eligible Training Provider List (ETPL) programs, monitoring and updating, as appropriate. Enters new programs as appropriate. In conjunction with Marketing, Communications, and Media Services, creates promotional material, such as flyers and other printed materials. Monitors enrollment data and start dates to assist in determining where paid advertising is required. This position will be trained as a Building Coordinator which involves directing occupants in the event of an emergency or crisis. Other duties as assigned.

Minimum Qualifications:

High school diploma or GED equivalent.

Preferred Qualifications:

Associate’s degree in business or health care field.
Administrative assistant experience in a health care environment.
One year of related health care experience.

Knowledge, Skills, and Abilities:

Strong data entry and computer application skills in MS Office including Word, Excel, SharePoint and PowerPoint.
Ability to monitor and reconcile financial records.
Strong interpersonal and communication skills, both verbal and written.
Proficient in operating general office equipment, such as computer and copier/scanner.
Flexible and able to manage multiple priorities.
Customer-oriented, providing professional and courteous support to all internal and external customers.
Must be detail oriented, highly organized and self-motivated.

Pay Rate: $35,778 - $42,935 annual salary depending on experience

Volunteer State offers a comprehensive benefits package, including but not limited to the following:

• Insurance:  Health, Dental, Vision, Life, Disability (long and short term), FSA/HSA
• Wellness Incentive Program (if enrolled in Health)
• Educational Assistance:  Fee Waiver, Spouse/Dependent Discounts, Tuition Reimbursement
• Employee Assistance Program
• Longevity Pay
• Retirement Options:  State of TN Pension (TCRS), 401a, 401K with up to $50/month match, 403b, and 457
• 14 Paid Holidays/Year
• Annual Leave (if applicable)
• Sick Leave
• Sick Leave Bank
• State Employee Discount Program with over 900 merchants

Special Instructions to Applicants:

Unofficial transcripts are acceptable for the application process. Official transcripts will be required upon hire.

Applicants may be subject to a background check.

This is a grant funded position.