TBR | The College System of Tennessee

Title: Administrative Assistant III/Complaints Coordinator

Employee Classification: Clerical & Secretarial

Institution: System Office

Department: System-Wide Internal Audit

Campus Location: Tennessee Board of Regents System Office

Job Summary

Performs a variety of business and administrative tasks in supporting the operations of the Office of System-wide Internal Audit (SWIA). Coordinates complaints submitted to the TBR System office.

This position may have the opportunity to work remote within the state of Tennessee but with periodic visits to the TBR System Office (Nashville, TN) at the employee’s expense, and potential travel to Tennessee TBR colleges may be necessary.

Job Duties

• 15% - Actively maintain electronic databases and files of the office by receipting, tracking, and managing audit reports, summaries, recommendation logs, correspondence, and other submissions from the internal audit offices and other agencies. - (Essential)
• 25% - Organize, prepare, compile, and distribute monthly, quarterly, and annual summary reports, which may include, but are not limited to, internal audit activities performed by campus and SWIA auditors, external compliance reports, president’s expense schedules prepared by colleges, to appropriate individuals, including the TBR Audit Committee, Board members, and TBR or college management or staff. Prepare agendas, materials, PowerPoint presentations, and minutes for quarterly Audit Committee meetings. Prepare agendas, materials and minutes for quarterly internal audit meetings as directed by the Chief Audit Executive. Prepare and communicate results of internal audit activities to the Comptroller’s Office and other officials as necessary. - (Essential)
• 15% - Perform the business support activities for the office such as maintaining current office procedures, monitoring the office’s budget, and reconciling monthly expense reports, processing contracts and travel reimbursements, purchasing supplies, tracking leave, and making training and travel arrangements. - (Essential)
• 25% - Receipt, assign, and track the resolution of all complaints received at the TBR System Office as well as all general questions or comments received through the TBR website questions and comments form. Prepare and communicate monthly analysis to the Chief Audit Executive and Chancellor. Prepare and communicate quarterly analysis to the Audit Committee. - (Essential)
• 15% - Assist the Chief Audit Executive and other audit staff by providing support for various aspects of audits, special projects, and surveys. These tasks may include obtaining, compiling, and formatting data into spreadsheets or other files and communicating effectively regarding such tasks. - (Essential)
• 3% - Assist the Board Secretary with quarterly Board meeting preparation and execution. - (Marginal)
• 2% - Perform support duties for the office including the operation of office equipment and maintaining and updating the office’s website, handling of telephone calls, and mail. Perform other duties as assigned by the Chief Audit Executive. - (Marginal)

Minimum Qualifications

• Two years (60 hours minimum) of successful college work in a financial, information systems, or business-related area at a regionally accredited institution.
• Five years of relevant experience in a professional office environment. One year of college work beyond the two years of college work required may be substituted for one year of relevant experience for a maximum of two years.

Preferred Qualifications

• Bachelor’s Degree in a financial, information systems or business-related area from a regionally accredited institution
• Related experience in higher education or government.

Knowledge, Skills, and Abilities

• Effective personal computing skills with Microsoft Office software programs, including proficiency in Microsoft Word and Excel and Adobe Acrobat.
• Excellent interpersonal skills.
• Effective and professional writing, editing and verbal communication skills.
• Excellent organizational skills, including efficient handling of multiple projects or large volumes of information.
• Effective analytical skills and the ability to exercise reason and judgment in evaluating information.

Physical Demands / Working Conditions