TBR | The College System of Tennessee

Title: Administrative Secretary-Social Science, Business, and Education_RSCC Internal Applicants Only

Employee Classification: Clerical & Secretarial

Institution: Roane State Community College

Department: Social Science, Business and Education

Campus Location: Roane State Community College

Job Summary

Provides administrative clerical Support to Social Science, Business, and Education division.

Job Duties

• Organizational and Time Management Skills
  • · Manage calendars, meetings, and deadlines efficiently. · Maintain accurate filing systems and records. · Prioritize tasks and adapt to changing demands in a fast-paced environment. · Review incoming mail and forward items not needing the supervisor’s attention (excluding emails in the Dean’s inbox).
  • Communication Skills · Exhibit professional verbal and written communication skills. · Prepare clear correspondence and reports. · Uses multiple communication methods, both written and verbal, to facilitate division operations and ensure duties and tasks are completed on time. · Independently drafts all correspondence, both routine and complex.
  • Technical Proficiency · Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), BANNER, Jaggaer, FLAC, and other software as needed. Interpersonal and Problem-Solving Skills · Maintain confidentiality and handle sensitive information appropriately. · Collaborate effectively with colleagues and foster positive working relationships. · Exercise sound judgement and resolve routine issues with professionalism and initiative.
  • Assisting the Dean · Works with the Dean to ensure ongoing operation of the Division Office. · Works with the Dean to finalize the semester workload with the faculty roster that accompanies the workload report. · Assists with maintaining the Dean’s calendar. · Ensures ongoing communication with Dean regarding duties/responsibilities and leave time. · Completes travel form for the Dean. Support for Program Directors
  • Works with program directors to ensure timely completion and submission of adjunct paperwork. · Assists program directors with preparation for accreditation site visits. · Serves as a resource to assist program directors with completion of required forms a) food forms b) travel c) field trip d) hire package. Notifies Program Directors about due dates for: · Semester course schedule · Projecting adjunct faculty needs · IDEA Evaluation timeline
  • Other needed information Support for Faculty · Serves as a resource to assist program directors and faculty with completion of required forms a) food forms b) travel c) field trip d) hire package. · Provides training and troubleshooting assistance to faculty on the use of copiers, computers, and other technological hardware and software. · May assist the faculty with the preparation of materials for both classrooms use and for other general and office purposes.
  • Student Support · Assist with the onboarding of students as needed. · Assist with calling and emailing students enrolled in classes that have been canceled. · Responsive to student requests/inquiries. Budget and Workload · Maintains and monitors budget expenditure and makes reports as required. · Pulls faculty contracts through FLAC each semester. · Prepares a faculty roster that accompanies the workload report.
  • Individualized Job Duties
    • Develops and maintains personnel, financial, statistical, and other important records.
    • Research policies, procedures, and guidelines for supervisor and faculty.
    • Maintains and organizes faculty information required to teach (licensure, etc.)
    • Collect Syllabi for SACSCOC accreditation.
    • Finalize semester schedule changes by the deadline.
    • Monitors and maintains inventory of supplies, forms: initiates ordering process as necessary.
    • Responds to incoming telephone inquiries, provides relevant information, and directs calls to the appropriate personnel as necessary.
    • Develops and maintains office filing system ·
    • Inputs the schedule into Banner. Make changes as needed.
    • Picks up the division mail daily. 

Minimum Qualifications

· Associate degree.
· Knowledge and expertise using a variety of office-related computer software packages.

Preferred Qualifications

· Prior office experience required with prior work in an educational setting preferred.
· Prior experience utilizing Banner preferred.

Knowledge, Skills, and Abilities

Excellent written and verbal communication skills.
Excellent organizational and time management skills.
Technical proficiency.
Interpersonal and problem-solving skills.