TBR | The College System of Tennessee

Title: Executive Administrative Assistant

Institution: Volunteer State Community College

Job Summary:

To perform duties required by the Vice President for Human Resources requiring efficient operation of the office and collaboration with other departments to coordinate effective teamwork. Ensure the smooth flow of documents (both electronic and paper) and assist in meeting deadlines. Welcomes visitors to the Human Resources suite as well as manages phone lines in the suite.

Job Duties:

Provides assistance to the Office of Vice President for Human Resources to include answering telephone and welcoming visitors, maintaining electronic appointment calendars and contacts, taking meeting notes and maintaining filing systems. Assists applicants (in person, by phone and by email) with the online application process, answers applicants’ questions, and instructs them on specific steps of the process. Assists employees with new hire paperwork and other forms; produces employee ID cards. Processes check requests, routine travel authorizations and travel claims by ensuring that funding is available, all other mandatory signatures have been acquired and that proper supporting documents have been attached. Assists the Vice President with budgeting, reports, presentations, and correspondence. Collaborates with other departments to coordinate an effective and smooth flow of documents and help meet deadlines. Creates interactive departmental forms using Microsoft Office and Adobe. Assists with policy preparation and submission. Monitors and maintains adequate office supplies and equipment. Processes and distributes mail. Monitors and tracks procurement card activity and performs monthly reconciliation; informs the Vice President of necessary budget changes and/or additions. Assists with annual enrollment, benefits fair, convocation, service awards, and other events. This position will be trained as a Building Coordinator which involves directing building occupants in the event of an emergency or crisis. Other duties as assigned. 

Minimum Qualifications:

High school diploma or GED equivalent.
Two years of related experience.

Preferred Qualifications:

Associates degree or higher.
Four years of related experience.

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 high number of diverse tasks, often simultaneously.
Must be able to look for ways to streamline processes to enhance operational efficiency.
Must be able to discern meaning of a wide variety of complex policies and procedures.
Ability to maintain confidentiality and discretion.

Pay Rate: $42,031 - $50,437 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 $50/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.