Administrative Assistant - Marketing and Communications

Southwest Tennessee Community College is a comprehensive, multicultural, public, open access college. Southwest has 6 campuses / centers from which it offers over 100 programs and over 20 technical certificate programs.

We foster student success, transform lives, and increase the educational level of a growing community in Shelby County. Southwest is a Tennessee Board of Regents institution, accredited by the Commission on Colleges of the Southern Association of Colleges and Schools.

We invite you to become a part of the Southwest Team!

Title : Administrative Assistant - Marketing and Communications

Employee Classification : Clerical & Secretarial

Institution : Southwest Tennessee Community College

Department : Marketing and Communications

Campus Location : STCC - Macon Cove Campus

Job Summary

The Administrative Assistant is a full-time position that reports to the Associate Vice President of Strategic Marketing and Communications.

The Administrative Assistant is responsible for providing personal secretarial services such as office administrative duties from general to complex critical duties.

May oversee, coordinate the flow, or check the work of student workers, temporary employees and lower-level clerical employees.

May operate a word processor, computer terminal, microcomputer or copy machine.

Tasks may include screening calls, managing calendars, making travel arrangements, preparing procurement documents and contracts, planning meetings and events, maintaining files, preparing minutes of meetings, editing various documents;

and communicating with all levels of internal management and staff, students, community representatives and vendors.

Job Duties

• Answers multi-line telephone, providing accurate and efficient information / assistance and / or appropriate referral on incoming calls.
• Processes invoices and expense reports, including tracking departmental expenses.
• Prepare presentations and draft correspondence, internal memorandums and email communication.
• Coordinates the processing of consultant agreements with appropriate internal stakeholders.
• Assists in planning and execution of department events.
• Archives print and online news hits about the College.
• Monitors community events calendars and activities.
• Maintains efficient filing system. Works with other departments of the college to provide assistance.
• Reads incoming mail and processes mail and other college forms for office staff; performs standard office duties as appropriate.
• Makes arrangements and preparation for travel, conferences, appointments, special events or other activities and follow-up for the Communications, Marketing and Community Relations Department.
• Composes routine and non-routine correspondence independently.
• May perform other duties as assigned. Essential Edit Remove

Minimum Qualifications

• High School Diploma or equivalent, plus three (3) years secretarial experience.
• Five (5) or more years of clerical or secretarial experience.

Preferred Qualifications

Associate’s Degree in Business Administration or equivalent experience as an Office Manager in an academic environment.

Knowledge, Skills, and Abilities

• 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.
• Knowledge of modern office practices, procedures and equipment.
• Skill in word processing.
• Proficient in Microsoft Office and Windows OS.
• Ability to use business English effectively.
• Ability to calculate arithmetic accurately.
• Ability to establish and maintain effective working relationships.
• Ability to express ideas clearly and concisely.
• Ability to manage office effectively.
• Ability to take and transcribe dictation at a working rate of speed either by notes or machine.
• Foreign Language proficiency (speak, comprehension, read).

The intent of this job description is to provide a representation of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total specific duties and responsibilities of any particular position.

Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Candidates who are called for an interview must notify Human Resources in writing at least five (5) days in advance of any reasonable accommodation needed prior to the date of the interview.

First consideration will be given to current Southwest Tennessee Community College employees who meet the minimum qualifications for the position.

In order to be considered for the position, the following items must be uploaded :

• Resume
• Cover letter
• Unofficial Transcripts

A summary of our benefits can be found below :

Incomplete applications will not be considered.

Southwest Tennessee Community College is a TBR and AA / EEO employer and does not discriminate against students, employees, or applicants for admission or employment on the basis of race, color, religion, creed, national origin, sex, sexual orientation, gender identity / expression, disability, age, status as a protected veteran, genetic information, or any other legally protected class with respect to all employment, programs and activities.