TBR | The College System of Tennessee

Title: Administrative Secretary

Employee Classification: Clerical & Secretarial

Institution: Roane State Community College

Department: Health Sciences

Campus Location: Roane State Community College

Job Summary

The Administrative Secretary for the Health Sciences Division provides high‐level administrative support to ensure smooth operations within the division.

Job Duties

• 1. Communicates with program directors regarding due dates for: a. Semester course schedule b. Projecting adjunct faculty needs c. IDEA evaluation timeline d. Other needed information
• 2. Inputs course schedule into Banner and provides Program Directors with a draft for proofing.
• 3. Works with Dean to ensure ongoing operation of the Division Office.
• 4. Works with the Dean to finalize the semester workload.
• 5. Prepares faculty roster that accompanies the workload report.
• 6. Pulls faculty contracts through FLAC each semester.
• 7. Reviews faculty licensure each semester (maintains a log of faculty licensure renewal).
• 8. Works with program directors/clinical coordinators to ensure timely renewal of the clinical affiliation agreements.
• 9. Maintains and updates the clinical affiliate contract log.
• 10. Reads incoming mail and routes that not requiring the supervisor’s attention (this does not include reading emails in Deans’ inbox).
• 11. Composes routine and non-routine correspondence independently.
• 12. Prioritizes various tasks/projects to ensure timely completion.
• 13. Utilizes a variety of communication modalities (written and verbal) to ensure smooth operation of the division and timely completion of duties/tasks.
• 14. Develops and maintains office filing system.
• 15. Operates a computer and utilizes a variety of software packages.
• 16. Inputs requisitions for various purchasing requests.
• 17. May assist faculty with preparation of materials for both classroom use and for other general and office purposes.
• 18. Answers incoming phone calls and provides appropriate information and/or routes call to appropriate person.
• 19. Monitors and maintains inventory of supplies, forms; initiates ordering process as necessary.
• 20. Assists in maintaining supervisor’s calendar.
• 21. Provides training and troubleshooting assistance to faculty and staff on the use of copiers, computers, and other technology hardware and software.
• 22. Ensures daily mail pick up/delivery.
• 23. Assists program directors with preparation for accreditation site visits.
• 24. Serves as a resource to assist program directors/faculty with completion of required forms: a. Food forms b. Travel c. Field trip d. Hire package
• 25. Collects syllabi to fulfill SACS requirement per semester.
• 26. Maintains and organizes faculty information required to teach (i.e., licensure, certification, etc).
• 27. Works with program directors to ensure timely completion and submission of adjunct paperwork.
• 28. Maintains and monitors budget expenditures and makes reports as required.
• 29. Researches policies, procedures and guidelines for supervisor and faculty.
• 30. Develops and maintains personnel, financial, statistical, and other important records.
• 31. Responsive to student requests/inquiries.
• 32. Assists with calling students enrolled in classes that have been cancelled.
• 33. Assists with onboarding of students as needed.
• 34. Ensures ongoing communication with Dean regarding duties/responsibilities and leave. 

Minimum Qualifications

• Associate Degree with prior office experience.

Preferred Qualifications

• Prior work in an educational setting preferred.
• Prior experience utilizing Banner preferred.

Knowledge, Skills, and Abilities

• Knowledge and expertise using a variety of office related computer software packages