Executive Assistant I to the Vice President, Administrative Affairs

Title: Executive Assistant I to the Vice President Administrative Affairs

Department:Administrative Affairs

Number of Positions:1

Type of Appointment:Non-Exempt

Position Summary: The overall purpose of the executive assistant is to support the needs of the Administrative Affairs vice president and serve as their liaison between various departments within the division and external contacts such as the Tennessee Board of Regents (TBR) State Audit SACS and THEC. The executive assistant will oversee the daily operation of the office including planning organizing and performing administrative tasks such as coordinating schedules preparing for meetings sending out correspondence managing the vice presidents travel preparing documents organizing special events etc.

Essential Functions:

45% Serve as liaison between VP Office and various departments within the division including: the Business Office Campus Police Facilities Human Resources Information Technology and auxiliary services; process and approve leave reports for administrative and support staff reporting directly to the VP; schedule conference rooms as needed for the Business Office; open and distribute mail for the Business Office (and other departments within the division as necessary) to include preparation and submission of monies by mail; and draft letters memos and interoffice correspondence including requisitions and work orders.

30%

• Prepare assemble and distribute proposed and revised budgets.
• Prepare assemble and distribute financial statements for PSCC and the Foundation.
• Prepare and distribute various quarterly and annual reports requested by TBR and THEC.
• Prepare and distribute various annual reports including but not limited to Unclaimed Property Property Insurance Report Vehicle Reports Financial Integrity Act Professional Privilege Tax Capital Budget Appropriations etc.
• Prepare and distribute various year-end reports related to write-offs inventory bank accounts and federal audit activity.

10% Responsible for college business records management utilizing systems to maintain preserve and dispose of records. Maintain the records retention schedule ensuring essential records protection requirements.

5% Process Request for Payments (RFPs) and maintain log(s).

5% Update policies and procedures for Administrative Affairs including but not limited to tracking policy updates schedule and providing internal access.

5% Schedule travel arrangements for Vice President. Other duties as assigned.

Note: The College reserves the right to change or reassign job duties or combine positions at any time.

Job Requirements:

• High school diploma or GED equivalent and 5 years experience required.
• Associates degree in a business field and at least three years full-time office experience with expertise Microsoft Office Suite preferred.

Part-time work experience is calculated at 50% credit of full-time work experience.

Skills/Abilities:

• Proficiency in Microsoft Office Suite and other office productivity tools.
• Skilled in scheduling and managing complex calendars.
• Experience with booking travel arrangements and managing travel itineraries.
• Familiarity with video conferencing tools (e.g. Zoom Microsoft Teams etc.)
• Ability to handle data entry database management and basic analytics.
• Ability to manage multiple tasks and projects simultaneously.
• Expertise and strong organizational abilities to manage complex tasks prioritize tasks and meet deadlines.
• Experience in organizing and coordinating events meetings conferences etc.
• High level of professionalism integrity and discretion in handling confidential information.
• Ability to build and maintain strong working relationships with various stakeholders.
• Meticulous attention to detail to ensure accuracy in tasks.
• A focus on providing excellent support and service to both internal and external clients.
• Able to engage in the Colleges mission and values.

Physical Demands: Position requires ability to use 10-key and keyboarding mechanisms for multiple hours daily with a heavy reliance on video screen viewing. Must be able to sit for long periods of time. Some bending and lifting of 25-pound file boxes are required.

This job requires review of account data; recognizing discrepancies is critical for timely and efficient account reconciliation and processing. Extensive use of Microsoft Excel program is required.

Hazards: Standard office setting exposure; may experience symptoms based on long-term sedentary periods.

Full-time Employment Benefits:

• Insurance Options: Health Dental Vision Life Short/Long-term Disability FSA/HSA
• Wellness Incentive Program if enrolled in health plan
• Educational Assistance: Fee Waiver Spouse/Dependent discounts Audit/Non-Credit Reimbursement Program
• Employee Assistance Program
• Retirement Options: Tennessee traditional pension plan option (TCRS) 401k with $100 company match 457 403b
• Employee Discount program with over 900 companies
• 14 Paid Holidays/Year Includes paid days off the last week of December
• Sick Leave Bank
• Longevity Pay
• Many opportunities for professional development

Special Instructions to Applicants:To be considered for a position at Pellissippi State you must create an on-line application. Your skills abilities qualifications and years of experience will be evaluated using only what is recorded on your application. Work experience that isnotlisted on the application will not be considered towards compensation. Please note: attaching a resume does not substitute for completion of the application form. Part-time work experience is calculated at 50% of full-time experience. Please note: to scan upload or attach documents a computer and scanner are available at the Hardin Valley Campus Educational Resources Center if needed.

Pellissippi State Community College does not discriminate on the basis of race color religion creed ethnicity or national origin sex sexual orientation gender identity/expression pregnancy disability age (40) status as a protected veteran genetic information or any other class protected by Federal or State laws and regulations and by Tennessee Board of Regents policies concerning all employment and education programs and activities. View the nondiscrimination policy. For questions or concerns please contact George Underwood at or .

If you have any problems or questions please contact Human Resources at Pellissippi State Community Colleges Human Resource Office at or by email at.

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