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TBR | The College System of Tennessee

The Tennessee Board of Regents (TBR) is Tennessee's largest higher education system, governing 40 post-secondary educational institutions with over 200 teaching locations. The TBR system includes 13 community colleges and 27 colleges of applied technology, providing programs to students across the state, country and world.

Secretary III, Office of Vice President of Academic Affairs & Workforce Development

  • Nashville, Tennessee, United States
  • Staff
  • Staff Full-Time

Title: Secretary III, Office of Vice President of Academic Affairs & Workforce Development

POSITION SUMMARY
This position will provide directed support to the various divisions within academic affairs and workforce development and may at times be assigned to one division for a specified period of time to offer coverage and support as needed.

ESSENTIAL JOB FUNCTIONS/ JOB DUTIES AND RESPONSIBILITIES
Perform duties including answering phones, responding to phone/in person/email inquiries, screening calls, and handling related issues. Provide general office management and clerical assistance with copying, printing documents, filing, maintaining records, making phone calls, and processing incoming/outgoing mail, FedEx and UPS. Utilize various computer applications including but not limited to, Outlook Email and Calendar, Excel, PowerPoint, Word, BANNER, and SciQuest. Initiate and process office purchases, requisitions, monthly purchase reconciling, and payment services. Maintain the academic sections of the college catalog in Acalog. Provide coverage and support for various divisions within Academic Affairs and Workforce Development. Maintain policy and procedure manuals for Academic Affairs, such as faculty handbook and day to day procedures.

Assess inquires directed to the Division and determines the proper course of action, and delegates to the appropriate individual to manage the response. Prepare routine correspondence, reports, contracts, forms, and other documents. Greet and assist visitors and callers by providing information and/or directing them to the appropriate person. Assist with assembling information for various reports and projects. Keep appointment schedule, arranging meetings and interviews as necessary. Make arrangements and prepares for travel, conferences, appointments, special events or other business activities.

Analyze and interpret directives, policies, procedures, guidelines, etc. Determine type of data, forms, records, or methods needed and collects and/or compiles data. Compose routine and non-routine correspondence independently. Develop and maintain personnel, financial, statistical and other records. Maintain and order office supplies and other materials as needed. Coordinate work flow among offices or departments. May supervise student workers and/or temporary employees

REQUIRED QUALIFICATIONS
High school diploma or equivalent

Two (2) years’ experience in administrative support

Proven ability to effectively organize, prioritize and perform multiple job functions, balance conflicting priorities, meet deadlines with short turn-around times and manage changing situations

Proficiency with word processing, spreadsheets, and presentation software

PREFERRED QUALIFICATIONS
Associate’s degree from an accredited institution

Certified Administrative Professional Certification (CAP)

Experience with Acalog

Experienced in preparing documents, reports and presentations

Experience with SciQuest and Banner

KNOWLEDGE, SKILLS AND ABILITIES
Detail oriented with the ability to multitask and work with competing deadlines. Discretion, judgment, and ability to handle confidential matters. Must be able to work independently, take initiative and make substantive decisions quickly. Excellent oral and written communication skills are required; i.e., the ability to communicate effectively orally and through written correspondence as well as in communicating with individuals in one-on-one situations. Exceptional listening skills, interpersonal skills, diplomacy and the ability to effectively interact and build trusted relationships with diverse internal and external constituencies.

Open Until Filled: Yes

Rate of Pay: $31,278 to $37,538, depending on experience

Special Instructions to Applicants: Unofficial transcripts are acceptable for the application process. Official transcripts are required upon hire. Applicants may be subject to a background check.

Nashville State offers flexible work arrangements for positions that qualify.

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