Department Assistant, Liberal Arts

Title: Department Assistant, Liberal Arts


Department: Liberal Arts


Number of Positions: 1


Classification: 3


Position #: 650950

Type of Appointment: Full-Time


FLSA Status: Non-Exempt


Pay Rate: $32,320 - $39,400.00/per year. Pay will be determined based on related work experience above required. To be considered in determining pay, all related work experience must be listed on the application.


Required Documents Needed to Upload at Time of Application: Resume, transcripts and three professional references.


Reference check requirements:

• Non-supervisory roles: three (3) current or former supervisors


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


Position Summary: The overall purpose of this position is to represent the department and to serve as a primary interface with its internal and external stakeholders. This position provides direct support to the department dean, chairs (2), program coordinators (5), full-time faculty (ca. 38-40), adjunct faculty (ca. 50-60), staff, and students at all campuses.


Essential Functions:

30% Serves as the first contact for the dean and department in face-to-face, phone, and the website contact while assimilating and assisting in gathering various information to perform both administrative and general information to complete complex duties (reports, tables, projects and contracts). These reports and projects include course and faculty member information, Faculty and Load Compensation reports, tables and other documents, release time reports, workload reports, accreditation documents, Faculty Qualification Analyses, English Proficiency documents, volume orders, full-time and adjunct faculty directories, substitute teacher directories, e-mail directories, full-time and adjunct faculty schedules, textbook and software orders, etc.


30% Staff department office: Respond to inquiries from both internal and external stakeholders. Internally, faculty questions frequently pertain to departmental due dates, events, or college policies and procedures regarding leave, travel, etc.). Students generally seek information about faculty office hours, supervisor information, and submitting complaints. External inquiries range from basic information about departmental events to specific questions about curriculum (e.g. course offerings, course prerequisites, course transferability, course sequencing, required course textbooks, software, etc). Greet and handle visitors. Ascertain nature of visitors' needs; provide appropriate and accurate information or assistance, or direct visitors to proper person or resource. Schedule conference rooms and other areas through R25 reservation system for meetings and interviews, and keep track of other area's scheduled daily events. Catering arrangements may also be required. Faculty, adjunct, and temporary FLAC (pay) contracts are produced at least three times throughout the school calendar.


20% Coordinate information and generate accurate adjunct, dual service, overload, and substitution contracts, secure required signatures, route documents, and maintain record of contracts, notebooks of processed contract copies, and PDF files of processed contract copies. Explain and guide new adjuncts with HR and departmental paperwork. Compile all HR paperwork and send to HR for new employee processing. Enter teacher assignments in Banner, adjust section enrollment caps, find student transcripts in Banner BDMS, etc., and run Argos reports. Collect and maintain Faculty and adjunct schedules and syllabi.


4% Use Outlook email to keep faculty informed of critical information and due dates and to send out email polls and collect votes of departmental faculty members and announce results Compose routine letters and memoranda and type and edit correspondence, reports, and other documents. Review and screen applicant tracking to determine which prospective adjuncts have the proper qualifications for teaching and report qualified applicants to program coordinators. Contact, correspond, and schedule interview appointments for new faculty hires and handle any internal hiring candidates and documentation involved for prospective new full-time candidates and documentation involved for prospective new-full-time instructors.


2% Prepare forms, secure signatures, forward to payroll, and make any necessary corrections to faculty leave records. Answer website generated questions and concerns via email or phone.


2% Inventory office and classroom supplies and equipment, establish needs, and place orders through Pellibiz purchasing systems. Distribute office and classroom supplies to faculty at all five campuses as needed. Organize, maintain, and restock supply cabinet and walk-in storage closet. Put in service requests for set-ups and repairs.


1% Compose routine letters, memoranda, and type and edit correspondence, reports, and other documents.


1% Assist in collecting, distributing mail, revise, and maintain mailboxes each semester, and monitor assigned departmental mailrooms for paper, toner, and maintenance needs.


10% Schedule conference rooms and other areas through R25 reservation system for meetings and interviews and keep track of other areas' scheduled events daily. Arrange, schedule and create documents for any programs events (Debate Contests, History Month Events).


Note: The College reserves the right to change or reassign job duties, or combine positions at any time.


Key Results Areas: Measurable outcomes of this position include, assessable up to date information that is needed for other office staff to perform their responsibilities.


Job Requirements:

• High school diploma; associate/certificate in business related area or CAP; prior understanding of college, TBR, or other academic environment
• Three years in an academic/office administrative environment or in a customer or student service role or experience working with and/or managing students; classroom or on- the- job trainings in Word, Excel, Outlook; demonstrate a record of flexibility and performance
• preferred experience working with academic knowledge; prior understanding of the College would be helpful.

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

Key Result Areas: This job's proper performance ensures correct information will be given about the department/College to both internal and external customers; will know policies and procedures to address and resolve problems. In addition, the dean and faculty members will receive all needed supplies, assistance, confidential problem resolution; for adjuncts,/substitutes,/and summertime full-time teachers receive correct payment; facilitate the coordination of student and faculty regarding correct submission of attendance and grade reporting to ensure students enrollment and financial aid outcomes. Maintaining a smooth and conflict-free environment is essential for measurable success.


Special Skills/Application of Knowledge: Coordinates the day-to-day operations of the Department. Execute complex professional tasks requiring a high level of technical proficiency, decision-making and judgment on complex, confidential and/or sensitive issues. Communicate information clearly and concisely in person and/or on the telephone, exercising tact, patience, discretion, confidentiality, and professional demeanor. Ability to function productively in an ever-changing high stress, fast-paced environment with numerous interruptions. Ability to take initiative, work independently, make decisions, along with dependability in follow-through. Ability to prioritize and manage multiple tasks concurrently and meet deadlines. Ability to work with a diverse group of students, faculty, staff, colleagues, alumni and visitors. Demonstrate organizational skills, accuracy and efficiency in filing and keeping records. Experience with data management, design of program materials and website updates. The position holder will also be required to work with Microsoft Office, FLAC, (adjunct contract payroll system), Outlook, the PelliBiz (SciQuest) purchasing system, Banner, INB, MyPellissippi, (Banner Self-Service side), Argos, Adobe, R25 reservation system at a bare minimum. The position holder must also be able to scan documents, use a fax machine, use a multi-line phone, and operate photocopiers and a Riso duplicator. The departmental assistant relies on established departmental standards to produce internal reports and documents as well as upon the College's and TBR's documented policy and procedures as needed. Technical proficiency is maintained by attendance of software trainings and other professional development opportunities including independent study and reading. Creative thinking is encouraged in departmental brainstorming situations in order to improve outcomes and in the departmental assistant's formulation of personal goals to improve performance, as well as in clarifying and answering students'/faculty members'/staff members', questions and in clarifying and resolving students'/faculty members'/staff members' problems and needs. Able to engage in the College's mission and values.


Financial Impact: Late or inaccurate knowledge of Payroll, Human Resource, computer input and maintenance along with the operation of equipment may result in late or incorrect paychecks, failure of equipment performance and/or equipment replacement.


Impact of Decisions: This position involves both regular and spontaneous task work and customer service. Proper and conscientious performance of tasks and proficiency in customer service can have immediate, daily and long term affects for deans, faculty, adjuncts, staff and student outcomes. More than likely, the Dean, Vice Presidents, and Director levels of organization would be required to resolve errors. If mistakes are made, this can ultimately affect students and faculty.


Complexity & Creativity: The Secretary 3 relies on established departmental standards to produce internal reports and documents as well as upon the College's and TBR's documented policy and procedures as needed. Technical proficiency is maintained by attendance of software trainings and other professional development opportunities including independent study and reading. Creative thinking is encouraged in departmental brainstorming situations in order to improve outcomes and in the Secretary 3's formulation of personal goals to improve performance.


Responsibility for Accuracy: All production work (contracts, reports, book orders, etc.) is verified by the Dean as it is produced, so there is constant verification. A typical error would involve typos or miscalculation, and the most serious effect of an undetected error might be an inaccuracy of payment for an adjunct instructor or substitute teacher.


Personal Contacts: In addition to working with any faculty, staff and students, this position is required to make contact with staff and administrators in almost all areas of the college which include Academic Affairs, Human Resources, President's Office, Payroll, Records, Institutional Research, Mail Services, Maintenance/Housekeeping, Helpdesk/Computer technicians, Media Services, Accounts Payable, Purchasing, Safety and Security, Cafeteria Services, Advising, the Executive Aid to the Vice President of Academic Affairs, and testing technicians. This position is also the contact for business owners, professionals, applicants, and the general public who consult with the college with regard to the Liberal Arts program.by way of the web site, email and/or phone. Many students call and walk in for assistance and information about various matters, and there are considerable calls from the general public about course and teacher information along with issues, prerequisites, required resources for courses, tutor services, as well as about departmental and college events.


Nature of Contacts: Most outside and inside phone calls, outside visitors, adjuncts, book representatives, vendors, and other institutions requiring student matters, personnel information, recommendations, community inquiries, student teacher conflicts recommendations, college procedures, deadlines for individual departments but not limited to just one department or personnel.


Relaying of correct and current information of all inquiries made to the departmental assistant are taken as fact, however further advisement and solutions are a representation of the departmental dean and College policies. Knowledgeable, tactful and creative questions and responses are used to solve problems while remaining accurate and professional does achieve understanding, persuasion and resolution.


Budgetary: The input for needs of office equipment along with faculty and adjunct supplies is provided to the Dean. The dean of the department is responsible for budgetary decisions and tracking, and the assistant helps by meticulous maintenance of purchasing records and careful consultation and coordination with shipping and receiving.


Physical Demands: The job requires the ability to move around or remain stationary as is necessary to carry out the various tasks involved. There are frequent deliveries of heavy boxes of textbooks and copier paper, with an estimated top weight of perhaps 30 pounds per unit.


Hazards : This position requires a low to middle exposer to large student and employee populations who could have both illness and the potential for volatile individual behavior.


Full-time Employment 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


Special Instructions to Applicants: To be considered for a position at Pellissippi State, you must create an on-line application. Your skills, abilities, qualifications, and years of experience will be evaluated using only what is recorded on your application. Work experience that is not listed on the application will not be considered towards compensation. Please note: attaching a resume does not substitute for completion of the application form. Part-time work experience is calculated at 50% of full-time experience. Please note: to scan, upload, or attach documents, a computer and scanner are available at the Hardin Valley Campus Educational Resources Center, if needed.


Pellissippi State Community College is an EEO/AA/Title VI/Title IX/Section 504/ADA employer


If you have any problems or questions please contact Human Resources at Pellissippi State Community College's Human Resource Office at View phone number on click.appcast.io or by email at View email address on click.appcast.io .


If you are interested in this position, click on the link to the left to apply.


#mrp

recblid 3k2klii10qr67q782nnkwc0yozdvkp