Division Secretary- Business and Technology

Job Description

Job Description

The Division Secretary provides provide administrative support for the Business and Technology Division and general student services.

This in-person position is based on the Columbia, TN campus.

Essential Functions

• Perform general administrative/customer service duties for Dean and full and part-time faculty in assigned building(s). Duties include but are not limited to word processing, assistance with preparing and copying course material, syllabi, handouts, generating reports, program reviews, correspondence, mail distribution, document and requisition preparation. Assist with special functions as assigned.
• Respond to inquiries (phone/email) and provide accurate information to all constituencies.
• Serve as message center and central information center for the building(s) for the assigned division.
• Set up and maintain division files, process forms, maintain logs, files for faculty, special projects, etc.
• Maintain confidentiality of information.
• Maintain/requisition office equipment and supplies.
• Order and inventory instructor textbooks, support materials and supplies for faculty.
• Assist in orienting part-time faculty to general campus operations.
• Provide first-line advising to students.
• Work with other departments, extended campuses and TBR institutions in support of division work.
• Schedule rooms, faculty and courses as needed using Banner and Coursedog systems.
• Supervise student workers
• Each semester, collaborate in building the electronic course schedule, entering faculty assignments, scheduling classrooms , and preparing the summary of part-time faculty assignments/loads.
• Coordinate, monitor, assign, and/or re-assign faculty advisors for students.
• Provide support to faculty/directors throughout the program admission process (ie, receive/process applications/materials, compile candidate records, generate communications, extract necessary information from student records.)
• Support development, oversight of programs and services that result in enrollment, progression, retention and graduation growth for the service area.

Supplemental Functions:

• Coordinate times, locations and information for meetings and/or events.
• Assist with college-wide registration process and other college administrative functions as needed.
• Provide support for college/division/program events and projects.
• Other duties as assigned by the Division Dean and the Vice President.

Education, Training, and Experience

Required:

• High School diploma (or equivalent) AND minimum of Two (2) years of administrative assistant experience

OR

• Associates Degree

Preferred:

• Bachelor’s degree
• Previous Higher Education Experience.
• Familiarity with Banner and other Student Information Systems.

Knowledge, Skills, and Abilities

• Ability to communicate effectively in written and spoken English.
• Extensive computer skills which include most Microsoft Office applications, internet research and the ability to use other computer software for support of division functions.
• Ability to operate standard office technology.
• Extensive organization and management skills.
• Ability to balance workload with multiple tasks.
• Able to work without direct supervision.
• Ability to analyze, evaluate and take appropriate actions.
• Ability to relate to diverse faculty, staff, students and the public.

Working Conditions

• Normal work week of 37.5 – weekly schedule will vary.
• Sitting, typing or standing for extended periods of time may be required.
• Visual and hand usage for personal computers.
• Various activities, i.e., occasional light to medium weightlifting, walking and carrying items from one building to another.
• Ability to work adjusted hours as needed.

Titles Supervised

Student Workers

Hiring Salary Range (Annual) : $29,520 - $35,420

This in-person position is based on the Columbia TN Campus

Special Note to Applicants: Salary offers are determined based on documented education and relevant full-time experience. Applicants are responsible for ensuring all qualifying credentials and experience are clearly reflected on their resume for consideration.

All applications must be submitted online. Applications submitted by email, mail, or in person will not be accepted. The application will remain open until filled. 

About Columbia State Community College:

As Tennessee’s first community college (established in 1966), Columbia State is committed to student success both in and out of the classroom, as well as economic and community development in our nine-county service area. Columbia State is a member of the Tennessee Board of Regents.  

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

• Vacation and Sick Leave
• 14 paid holidays
• Medical, dental, vision and life insurance
• Retirement plans
• Optional 401K and 403B Deferred Compensation Plans
• Educational benefits for the employee and their spouse and dependents

Columbia State Community College does not discriminate on the basis of race, color, religion, creed, ethnicity or national origin, disability, age, status as a protected veteran, genetic information, or any other class protected by Federal or State laws and regulations and by Tennessee Board of Regents policies with respect to employment, programs, and activities.