Executive Assistant I to the President

Title : Executive Assistant I to the President

Pay Rate : $36,270 - $44,390.00 / 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.

Number of Positions : 1

Position # : 600400

Classification : 3 - on campus

Department : President's Office

Type of Appointment : Full-Time

FLSA Status : Non-Exempt

Required Documents Needed to Upload at Time of Application :

• Resume
• Unofficial Transcripts
• Three Professional References (See below)

Reference check requirements :

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

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

Job Summary : The overall purpose of this job is to support the President's Office by carrying out administrative tasks, performing clerical duties, and assisting staff, students and other constituents in solving problems.

Essential Functions :

50% Organizational Support :

• Picks-up mail for the President's Office and routes it accordingly. Prepares letters, parcels for mailing for USPS or FedEx as needed.
• Maintains the office filing system including file rotation by keeping files current.
• Assists with preparations for conferences and special events as needed.
• Assists Executive Assistant III in maintaining President's calendar as needed.
• Makes travel arrangements for President as needed.
• Maintains personnel, financial, statistical and other important records as needed.
• Maintains President's direct reports sick / annual leave forms by electronic reporting.
• Assist in keeping policies updated along with Executive Assistant III.
• Oversees requisitions for office and college purchases / memberships.
• Other duties as assigned.

30% Communication :

• Help proof and prepare for distribution documents such as letters and memos from drafts or notes.
• Attends President's Staff meetings and assists with setup & note-taking.
• Maintains contact with external and internal constituents for the President through oral & written communications including address / phone files
• Maintain the President's Office inbox.

20% Commitment to Service :

• Greet & welcome visitors and assist in solving problems for students, staff and others.
• Assist the Executive Assistants of Academic Affairs, Student Affairs, External Affairs, and the Foundation, as needed.
• Provides support to Institutional Compliance and TnCIS as needed.

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

Key Result Areas : Efficient coordination of the President's schedule, timely and accurate preparation of reports, and effective communication with internal and external stakeholders.

Job Requirements :

An associate's degree and 3 years or a HS diploma and 4 years of administrative or secretarial experience is required.

A Bachelor's degree is preferred

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

Skills & Abilities :

• Exhibit excellent verbal and written communication skills for clear and professional interactions.
• Maintain a high level of organization to manage documents, files, and administrative tasks efficiently.
• Handle sensitive information with confidentiality and professionalism.
• Quickly identify and resolve issues that arise.
• Proficient in using office software and tools for scheduling, communication, and data management.
• Coordinate and manage events, meetings, and travel arrangements seamlessly.
• Build and maintain positive relationships with internal and external stakeholders.
• Able to engage in the College's mission and values.

Complexity & Creativity : Experience in the use of Microsoft Word, Excel, R-25, Sci-Quest, Banner software. A sound knowledge in standard administrative procedures and organizational structure, Knowledge of phone etiquette, filing, ordering supplies, mailings, oral and written communication skills, use of calculator, fax, copy and scanning machines.

Ability to interact well with others; skills in organizing and prioritizing multiple tasks; maintaining confidentiality, maintaining excel databases for various mailings, contact lists kept current, proofing.

Must be able to function independently and also work with co-workers. Must be able to use appropriate judgment, decision-making and maintain confidentiality.

A second language is not necessary for the job but could be helpful. Technical proficiency is maintained by attendance of software training and other professional development opportunities.

Magnitude of Impact : The decisions made in the President's Office affect all students, faculty and staff.

Responsibility for Accuracy : There could be errors regarding dates and times of meetings; placing wrong dates on the President's calendar.

Also, transposing phone numbers, incorrect addresses, leaving off names from distribution lists. The effect would be embarrassing for the President.

Judgement & Decisions : Setting-up appointments for the President, ordering supplies, making decisions when setting-up a meeting space.

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 865-694-6607 or by email at [email protected] .

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

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