Senior Administrative Assistant

Title: Senior Administrative Assistant

Institution: Volunteer State Community College

Job Summary:

Oversees, schedules, and monitors the functions of the Office of Advising. Position is primarily responsible for the smooth and effective intake of students into the Office of Advising, for providing service to students, faculty and staff related to advising and transfer issues, orientation, and coordination of office activities.

Job Duties:

Provide administrative support for the Office of Advising. Maintain and coordinate front office coverage for the suite. Assist students with forms, scheduling, registration, leaves/withdrawals, orientation, and other student needs. Assist with evaluating transcripts and assisting transfer students with prerequisites and registration. Assist faculty, staff, students, and other offices with registration errors and difficulties with the overall process. Oversee and assist with maintaining office flow during peak business hours to include ensuring that staff is following procedures outlined for student sign-in, answering phones, collection of log-in information, and other organization of data. Assist the Director of Advising with extra compensation forms for GAP advisors. Schedule off-campus visits and university representative visits. Screen students for placement testing and build appropriate computer screens. Ensure leave forms and reports are submitted to the Director of Advising in an accurate and timely manner for payroll submission. Retrieve data from Banner and sort Excel information. Create and update informational handouts to students. Order supplies and track inventory. Track all Pro-Card expenditures and balance per the bank and the Office of Advising budget. Process various paperwork: check requests, travel authorization forms, and travel expense forms. Maintain budgetary accounts and records. Provide assistance to other offices in the Division when support is needed and may assist other Divisions and/or Departments with special projects. Other duties as assigned.

Minimum Qualifications:

Associates degree (or higher) with one year of office experience OR High school diploma or equivalent with two years of office experience.

Preferred Qualifications:

Associates degree (or higher).
Experience working in a college setting, specifically working closely with students.

Knowledge, Skills, and Abilities:

Proficient in Microsoft Office applications. Mastery of Word, Excel, and electronic signature software.
Ability to communicate effectively and work cooperatively with a diverse faculty, staff, and student population.
Must have strong organizational skills.
Must present a confident, professional demeanor.
Must be very detail-oriented and have an exceptional ability to scan for accuracy and completeness.
Must be able to master a number of tasks, often simultaneously.
Must be able to look for ways to streamline processes to enhance operational efficiency.
Ability to maintain confidentiality and discretion.
Experience with student records systems.

Pay Rate: $38,206 - $45,847 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 $100/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.