TBR | The College System of Tennessee

Job Title: Executive Secretary of Academic Affairs

Salary Range: $37,111 - $44,535

Campus Location: Walters State Community College (Employees are assigned to a “home” location but may occasionally or regularly be required to work at other WSCC locations.)

Job Purpose: The purpose of this position is to be the central hub of communication and information between the Vice President for Academic Affairs, departments within the division, and the entire College. Responsibilities include coordinating with colleagues and leadership across the institution to ensure the best use of time and resources; providing technical and logistical coordination to the Office of Academic Affairs.

Essential Job Functions:

• Performs general tasks for the office of Academic Affairs, including organizing, coordinating, scheduling, and recording minutes for the Office of Academic Affairs. Prepare routine office correspondence, including reports, letters, memoranda, agenda, and recording and posting of meeting minutes, maintain department master task list and calendar with appointments, project timelines, and critical due dates, coordinate daily operations, mail distribution, and overnight delivery services for efficient office administration, maintain efficient, comprehensive filing and retrieval system. 
• Maintain documentation and coordinate with other offices information concerning faculty workload to include overload pay, Dual Service contracts, salary request documentation for submission to Payroll, direct FLAC processing for full-time faculty, direct submission and tracking for payment of any grant funding. 
• Coordinate with other college offices and TBR to process purchase requisitions and other required WSCC forms, assist with travel arrangements, authorizations, and claims for office personnel; monitor expenditures and reconcile online budget accounts to department records, recognize and maintain confidentiality and security of sensitive data.
• Research, communicate, and coordinate with other administrative offices regarding student and faculty issues and make recommendations based on research and documentation of student issues for administrative withdrawals and purge appeals.
• Assist Human Resources and staffing teams with onboarding new hires.
• May perform other duties as assigned. 

Required Qualifications:

• An associate degree or higher.
  
• Five or more years of career experience in a related field.
  
• Proficient in all aspects of Microsoft Office Suite.
  
• Strong written and verbal communication skills.
  

Preferred Qualifications:

• Work experience as an administrative assistant or executive aide in a complex organization.
  
• Experience working with Banner and other administrative software.
  
• Experience working at a college.
  

Behavioral Core Competencies:

• Works effectively as team member to achieve goals and objectives.
  
• Shares information readily with others and listens effectively, showing openness to new ideas
  
• Displays a high degree of personal effectiveness; pursues objectives with consistent determination. Willing and prepared to accept personal responsibility for actions, both positive and negative.
  
• Treats team members with respect. Willingly responds to requests for assistance from team members.
  
• Respects the College’s rich heritage and historical achievements by embracing important changes that advance the College’s mission while honoring the past.
  
• Exercises discretion and forethought in the efficient utilization of organizational resources, showing respect for the organization’s generous benefactors and supporters.
  

Leadership & Supervisory: The incumbent has authority and/or responsibility for the supervision of work study students working within the Office of Academic Affairs. Most tasks performed in this position are completed without the consultation of others, though a supervisor, guidelines, or policies are available when needed.

Environment & Working Conditions: Working conditions in the office are clean and well-lit; limited interruptions and moderate but constant noise level.

Physical Demands  (including requirements for travel or working nights/weekends/holidays):

• Mostly sedentary work, sitting at a desk for most of the workday.
• Sits at computer for extended period of time utilizing two different monitors and several different software applications, creating the possibility of neck, back, and eye strain.
• Moves about office to retrieve documents from printer, taking documents to mail room, etc.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties of this job.

REQ#503327

Posting Closes: Monday, January 19, 2026