Administrative Support Specialist (People & Culture)

Southwest Tennessee Community College is a comprehensive multicultural public openaccess college. Southwest has four campuses/centers from which it offers over 100 programs and over 20 technical certificate programs.

We foster student success transform lives and increase the educational level of a growing community in Shelby County. Southwest is a Tennessee Board of Regents institution accredited by the Commission on Colleges of the Southern Association of Colleges and Schools.

Title: Administrative Assistant 3 Human Resources

Employee Classification:Other Professionals

Institution:Southwest Tennessee Community College

Department: Professional Learning & Organizational Development

Campus Location: SWTCC - Union Avenue Campus

Job Summary

This is a full-time permanent fiscal-year clerical support position that provides administrative clerical and operational support to the Office of Professional Development. The Administrative Assistant III performs a variety of routine to moderately complex administrative tasks in support of daily office operations scheduling record keeping purchasing communications and customer service.

The position functions as a primary administrative contact for the office and provides support to professional staff by handling logistical coordination documentation and clerical processes. The role may oversee coordinate or check the work of student workers or temporary employees.

In addition to clerical responsibilities the position coordinates logistics and operational support for professional development programs ensuring smooth execution and responsive customer service. The role enables instructional designers and learning professionals to focus on facilitation content development and high-value work.

Job Duties

• Provides advanced administrative and clerical support to the Office of Professional Development and Learning & Organizational Development.
• Serves as the first point of contact for internal and external inquiries related to professional development programs training initiatives and leadership development activities.
• Greets visitors; determines the nature of business; provides information or directs individuals to the appropriate staff member.
• Coordinates calendars schedules meetings and manages logistics for professional development programs leadership academies workshops trainings and institutional events.
• Assists with planning and execution of large-scale events such as Summer Institute Presidents Leadership Academy sessions onboarding programs and supervisor development offerings.
• Manages registration processes rosters attendance tracking evaluations and training documentation.
• Prepares correspondence reports forms purchase requisitions contracts agendas minutes and related materials.
• Maintains and orders office supplies training materials and program resources.
• Monitors and responds to routine email and phone inquiries; screens calls and routes messages appropriately.
• Coordinates travel arrangements room reservations catering requests and vendor communications for training events and conferences.
• Maintains electronic and paper filing systems training records and program documentation.
• Assists in compiling data reports and materials related to professional development participation compliance and assessment.
• Communicates with faculty staff vendors and external partners regarding scheduling logistics and program requirements.
• Oversees coordinates or checks the work of student workers or temporary employees as assigned.
• Attends staff meetings and assists with preparation of agendas and meeting materials.
• Performs other duties as assigned in support of Professional Development and Learning & Organizational Development initiatives.

Minimum Qualifications

• High School graduate or equivalent.
  
• Two years of clerical or secretarial experience.
  
• Valid Driver License.

Preferred Qualifications

• Associates Degree
  
• Clerical or secretarial experience in higher education
  
• Professional Administrative Certification of Excellence (PACE) certified by the American Society of Administrative Professional (ASAP)

Knowledge Skills and Abilities

• Knowledge of modern office practices procedures and equipment.
  
• Knowledge of administrative procedures record-keeping and filing systems.
  
• Ability to manage multiple priorities deadlines and schedules with accuracy and professionalism.
  
• Ability to communicate clearly and effectively both orally and in writing.
  
• Ability to interact professionally with faculty staff students administrators vendors and the general public.
  
• Strong organizational and time-management skills.
  
• Ability to maintain confidentiality and exercise sound judgment and discretion.
  
• Proficiency in basic computer applications including Microsoft Office and related administrative systems.
  
• Ability to work independently and collaboratively in a fast-paced environment.
  
• Ability to prepare accurate documents reports and correspondence.

Physical Demands / Working Conditions

• Ability to lift and/or move up to 50 pounds

The intent of this job description is to provide a representation of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Candidates who are called for an interview must notify Human Resources in writing at least five (5) days in advance of any reasonable accommodation needed prior to the date of the interview.

First consideration will be given to current Southwest Tennessee Community College employees who meet the minimum qualifications for the position.

In order to be considered for the position the following items must be uploaded:

• Resume
• Cover letter
• Unofficial Transcripts

A summary of our benefits can be found below:

applications will not be considered.

The TBR does not discriminate on the basis of race color religion creed ethnicity or national origin sex disability age status as a protected veteran or any other class protected by Federal or State laws and regulations and by Tennessee Board of Regents policies with respect to employment programs and activities.

The following person has been designated to handle inquiries regarding nondiscrimination policies: LeVetta Hudson Vice President of People & Culture 737 Union Ave Memphis TN 38103 . See the full non-discrimination policy.