Southwest Tennessee Community College is a comprehensive, multicultural, public, open—access college. Southwest has 7 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.

Title: Administrative Assistant II

Employee Classification: Clerical & Secretarial

Institution: Southwest Tennessee Community College

Department: Human Resources

Campus Location: STCC - Union Avenue Campus

Job Summary

Provides the Human Resources department with advanced administrative support. Responsibilities include managing daily operations for the department and providing administrative support to the Vice President of People and Culture.

Job Duties

• Under general supervision of the Vice President of People and Culture, administers the operations of the department ensuring conformity to policies, procedures, and resolving complex problems. Analyzes department operations, prepares reports including conclusions and recommendations for change.
• Maintains and manages the Vice President of People and Culture’s calendar, including scheduling both internal and external appointments and meetings. Arranges travel, conferences, special events and other business activities. Submits and reconciles expense reports.
• Monitors progress of department programs and projects and apprises the Vice President of People and Culture of progress toward and attainment of goals. Manages special department projects. Assists in formation of ad hoc committees and monitors progress toward completion of assigned tasks. Ensures that committee reports and recommendations are submitted in a timely manner. Follows up with implementation, as appropriate.
• Maintains current knowledge of all applicable policies and procedures.
• Serves as the liaison between the department and internal stakeholders, and external entities. Assists internal stakeholders and responds to all inquiries/questions, in-person, written and telephonic, timely and appropriately, providing information or referring them to the appropriate person. Answers questions on human resources practices, processes, and policies; escalating complex issues as required.
• Assists with processing and managing employee job changes, including hiring, promotion, demotion, transfer, changes in job classifications, and other employment-related matters.
• Maintains and replenishes office supplies, inventory, equipment, and other essentials. Initiates and processes department purchases, requisitions, and payments. Manage vendor contracts, corresponding with vendors regarding invoices, tracking and reconciling budget lines.
• Assists in development, preparation and delivery of reports, publications, speeches, presentations, official correspondence, etc., as needed or as assigned. Assists in assembling information for various reports and projects. Edits internal correspondence and documents; designs presentations and may create drafts of department publications.
• Provide general office management and clerical assistance with copying, printing documents, filing and maintaining records. For maintenance and repair of equipment and facilities, submit service requests as needed and liaise accordingly regarding department needs.
• May supervise students.

Minimum Qualifications

• Requires a high school diploma or equivalent.
  
• Requires three or more years of relevant experience.
  
• Computer software proficiency
  • Microsoft Office programs including Word, Teams, SharePoint, PowerPoint, Outlook, OneDrive, and Excel.

Preferred Qualifications

• Working knowledge of Human Resources and the Tennessee Board of Regents policies, practices, rules, and regulations.
  
• Proficiency with HRIS.
• Experience processing personnel transactions in a Human Capital Management system.
• Familiarity with Banner, Dynamic Forms, DocuSign, and other web-based systems.
  
• Comprehensive understanding of local, state, and federal employment laws. PHR or equivalent certification.

Knowledge, Skills, and Abilities

• Ability to establish and maintain effective working relationships across the organization and with varied groups, demonstrating effective interpersonal and communication skills.
  
• Ability to work independently and demonstrate initiative.
  
• Ability to be detailed oriented despite competing priorities/deadlines.
  
• Ability to manage a high-volume workload using effective time management skills to plan, prioritize and organize work to meet deadlines.
  
• Demonstrated ability to follow-through and follow-up in a timely manner.
  
• Knowledge of basic office workflows. Knowledge of basic office filing systems.
  
• Ability to enter data accurately, timely and consistently.
  
• Must possess sound judgement, be discreet and able to maintain confidentiality.

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: 

https://www.southwest.tn.edu/hr/benefits-overview.php

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.