TBR | The College System of Tennessee

We have an opening for an Office Manager at our Chattanooga State campus!

Our Purpose - We support and empower everyone in our community to learn without limits.

Our Values:

- We cultivate an inclusive environment.

- We care about the well-being of each other.

- We instill trust through integrity and transparency.

POSITION SUMMARY

The Office Supervisor serves as the primary support staff for the Center for Academic Advising and assists the department in the intentional pursuit of the College’s purpose, mission, and values under the guidance of the Director of Academic Advising. The Office Supervisor supports the efforts of all staff assigned to the Center for Academic Advising.

ESSENTIAL FUNTIONS

Holistic Student Support

Serves as the front-line staff in the Center for Academic Advising and supports the sense of belonging for students, staff, and other visitors. In this role, the Office Supervisor is responsible for the following:

• Communicate effectively with diverse audiences.
• Assist with the development of advisor appointment schedules in accordance with office practices.
• Knowledgeable of student support activities/programs/services and able to communicate the locations and functions and provide accurate information
• Assign students to the appropriate advisor based on the student academic program choice and the best Advisor/Student match.
• Recruit and manage student employees hired to support the Center and ensure that their work experiences are valuable to their growth and establishes their work ethics.
• Promote, support, and participate in student recruitment and retention efforts.
• Provide reports of student advisor assignments, advisor appointment schedules/completions, advisor quarterly/annual goal obtainment.
• Monitor technological tools/platforms used to support the work of the Center for Academic Advising.
• Works with academic advising staff to process the enrollment of campus targeted groups.
• Serves as the transient student contact in the Center for Academic Advising and processes transient students course enrollment including communicating with academic departments and other college departments as needed.

Fiscal Stewardship

Assist the Director with the responsible fiscal stewardship of the funds allocated to the Center for Academic Advising.

• Coordinate travel arrangements, requisitions, reimbursements, and order office supplies for departmental staff.
• Monitor budget expenditures, balance monthly financial reports, staff leave balances.
• Order and manage appropriate office supplies for the Center’s staff.

Organizational Culture and Inclusive Practices

Embraces and promotes the College’s goals related to diversity, equity and inclusion and utilizes inclusive best practices to provide equity-minded services and support for students and department visitors.

• Employ student workers from diverse backgrounds and cultures.
• Ensure that student workers are provided a sense of belonging in the workplace and that workloads are used that provide co-curricular learning opportunities.
• Be cognizant of advisor assignments in order to support equitable experiences for all students.

Knowledge, Skills and Work Characteristics

• Provide routine and complex administrative clerical support including researching, compiling, and reconciling information for various reports.
• Summarizing documents for supervisor/department staff.
• Establishing and maintaining filing system of various records (financial, statistical, personnel records).
• Maintain workflow of office functions and perform general clerical duties such as typing, copying, filing, answering telephones, taking messages, routing telephone calls, greeting visitors, providing appropriate information.
• Ability to adapt to changing circumstances.
• Ability and desire to focus on continuous improvement and to support the Center for Academic Advising through a cycle of plan, do, check, and adjust (PDCA).
• Ability to organize information in word processing programs, spreadsheets, and data- entry software.
• Ability to present information clearly and concisely with excellent oral, written, and interpersonal communication skills.
• Ability to actively use the current student information system (BANNER) to manage student files.
• Proven work history of functioning in a work environment where a “team” concept is utilized daily.
• Ability to work collaboratively and to make decisions, both independently and as part of a team.
• Ability to maintain confidentiality.
• Perform other job-related duties as assigned

QUALIFICATIONS

• Associate degree in business administration or a related field
• Two years’ work experience in a supervisory or managerial role consecutively
• Proven organizational skills
• Proficient in Microsoft office suite and Ellucian Banner
• Excellent oral and written communication skills
• A demonstrated understanding of the comprehensive community college philosophy preferred

Projected Salary Range: $30,610 - $36,730