Administrative Assistant III

Company: Pellissippi State Community College
Location: Knoxville
Posted on: November 15, 2024

Job Description:

Title: Administrative Assistant III
Department: Workforce and Community Development
Number of Positions: 1
Classification: 3/On campus

Position #: 651230

Type of Appointment: Full-Time

Pay Rate: $31,200 - $36,680/per year. Pay will be determined based on related work experience above required. To be considered in determining pay, all related work experience must be listed on the application.
Required Documents Needed to Upload at Time of Application: Resume, transcripts and three professional references.
Reference check requirements:

* Non-supervisory roles: three (3) current or former supervisors
* Personal references (friends, clergy, customers, relatives) are not considered acceptable references)
Position Summary: The overall purpose of this job is to provide clerical, administrative, and technical support for the management and instructors of Workforce and Community Development, in addition to supporting the registration process for continuing education and workforce training courses and the rental application and invoicing for Pellissippi State's rooms/physical spaces by non-college affiliated organizations.
Essential Functions:
30% Provide administrative and clerical support to the Executive Director and other directors in the WCD department. Assist with travel authorizations/claims, requisitions and purchase orders, letters of agreement for workforce training, departmental mail distribution, adjunct instructor contracts, maintaining training records, and daily operations of office.
25% Answer phone and/or emails to collect pertinent information from external clients/potential customers to assist in scheduling external rentals for the college's facilities on four campuses. Provide preliminary information on the details and amenities of requested locations, referring to Event Services for assistance as needed. Collect facility usage applications and upload the initial request in the college's scheduling software, 25Live.
In conjunction with Event Services, communicate approval of request by sending email detailing arrangements made on behalf of the group/event and estimated costs in an official confirmation of the reservation.
Communicate via email request denials to client, along with an explanation for the reason as it pertains to policies and procedures.
10% Provide customer service in Workforce & Community Development for prospective non-credit students, community members, businesses and industry.
10% Take registration and payment information and process credit card transactions for individuals requesting that assistance in registering for WCD classes. Assist in confirming registrations and payments for third-party online course vendors as needed. Provide receipts or special information as requested by student. Email or mail pre-course assignment materials for specific types of lifelong learning courses.
5% Along with other WCD staff, prepare course enrollment documents for faculty and students (i.e., class roster/attendance sheets, handouts, evaluations, certificates, etc.).
5% Submit invoices to the business office for all rentals at the end of each month.
5% Assist Community Services director in preparation of children's summer camp programs as requested such as signing in campers, ensuring proper set-up of classrooms to fit camp needs, and other clerical support as needed.
5% Assist with the preparation/design and distribution of the WCD digital newsletter.
5% Other duties as assigned.
Note: The College reserves the right to change or reassign job duties, or combine positions at any time.
Key Results Areas: To promote continuing education/lifelong learning and workforce development courses within the community by providing excellent customer service and administrative support.
To schedule and invoice external rentals for the college's facilities on four campuses working in conjunction with Event Services.
Job Requirements:

• 
  
• A high school diploma or equivalent is required. An Associate's Degree is preferred.
  
• A minimum 2 years of customer service, administrative, secretarial, or clerical experience required.
  
• 2 years of computer use or database manipulation preferred.
  
  Part-time work experience is calculated at 50% credit of full-time work experience.
  Skills & Abilities:
  
  • 
    
  • Must have excellent customer service skills and ability to work with a diverse range of clientele in a fair and consistent manner;
    
  • Ability to multi-task while still being detail-oriented;
    
  • Ability to work independently and effectively prioritize;
    
  • Ability to maintain a positive attitude, remain flexible and able to adapt well to change;
    
  • Ability to exercise proper telephone and email etiquette and protocol to communicate clearly and work with college staff on all levels-from upper management to supervising student workers;
    
  • Have excellent organizational skills in information and record management;
    
  • Be a team player;
    
  • Possess knowledge of modern office practices and procedures.
    
  • Must be able to learn and become proficient and computer programs quickly (incl. but not limited to 25Live, XenDirect, Office365, Constant Contact, 3rd party vendors (Ed2Go, Protrain, LERN) etc.);
    
  • Able to engage in the college's mission and values.
    
    Complexity & Creativity:
    Position requires in-depth knowledge of office productivity software in order to function on an effective level, as well as the ability to quickly learn and adapt to using new computer software and technologies.
    Responsible for analyzing facility requests and working with event services to make sure all facets are covered to protect both the client and the college's interests within the scope of the department's, college's and TBR's current policies and procedures.
    No foreign language skills or proficiency is required, but some knowledge and respect of different cultures is helpful when working with a variety of organization types. Must have proper use of grammar and punctuation.
    Magnitude of Impact:
    All of the responsibilities of this position directly support the Workforce & Community Development office's enrollment goals for lifelong learning and workforce training courses. Positive customer service skills are a must when working with prospective students, community members, and business, industry, and governmental partners.
    In the rental registration role of this position, this individual will communicate directly with clients who use college facilities for a myriad of both public and private events, and therefore the decisions/actions of the person in this position influences the College's success. If a customer has a bad experience with any of the above, the College's reputation within the community could be in jeopardy; revenue could be lost due to errors.
    Responsibility for Accuracy: Typical errors could include mistakes made in posting student registrations or payments, incorrectly billing or posting of facility payments, or omission of an event to be placed in the room scheduling software or for invoicing. Errors are typically caught during the scheduling process by the various directors of the department. Payment posting mistakes are typically caught by other support staff person in office. Invoicing mistakes are typically caught by directors during monthly report reviews or through collaboration with the college's business office.
    Financial Impact: If something is not completed or followed through, it could potentially cost the school money through loss of revenue from a potential/current student or rental client. Responsible for managing supply levels and using materials efficiently and effectively while trying to minimize waste. Responsible for assisting in maintaining security of office machinery and portable equipment used for classes.
    Budgetary: Invoicing for external rentals.
    Nature of Contacts:
    -Academic department heads: To seek approval for specific facility usage or input on facility requests received.
    -Accounting department: Regarding invoices or billing issues.
    -Facilities staff: To make special requests or check status on services.
    -Procurement Services staff: To submit purchase orders, to inquire of procedures, request update on status of outstanding orders.
    -Student Account Services staff: To deposit monies collected for classes or facility rentals.
    -Marketing and Communications: Support for WCD newsletter & social media posts.
    -Human Resources: Instructor contract coordination.
    -Campus Police staff and supervisors: To distribute facility usage information and work with Event Services to coordinate special security requests.
    -Credit students attending Pellissippi State: Often necessary to give information regarding local campus and site campuses, give directions around buildings/campuses, refer students to appropriate departments for further action/services, and assist in finding/providing faculty contact information and office locations.
    -Citizens living locally and long distance: Provide information regarding continuing education/non-credit course offerings and take registrations, payments and cancellations for those classes.
    -Officials/dignitaries from the community or their staff, government agency personnel, community groups and church organizations: Provide information on facility usage options, rental policies, procedures and availability.
    Judgement and Decisions:
    This position is responsible for the initial application for rentals of college facilities by outside organizations collecting pertinent information to assist in scheduling external rentals for the college's facilities on four campuses. Provides client with preliminary information on the details and amenities of requested locations and then refers to Event Services for further coordination and resource assistance. This individual will collect facility usage applications and upload the initial request in the college's scheduling software, 25Live. In conjunction with Event Services, communicate approval of request by sending email detailing arrangements made on behalf of the group/event and estimated costs in an official confirmation of the reservation. Also communicate via email request denials to client, along with an explanation for the reason as it pertains to policies and procedures. The monthly rental invoicing is also handled by this individual.
    This position also provides administrative/clerical support to directors in the WCD department working closely with the team in scheduling classes, reserving class locations, assisting students with registration, preparing instructor contracts, and invoicing for classes.
    Requires ability to occasionally resolve issues that may arise when department manager/s are not accessible. must have ability to use judgment and discretion in order to respect client's need and/or expectation of confidentiality in certain situations.
    Physical Demands:
    This position requires the ability to maneuver around campus frequently on a daily basis in order to do business with other departments, run errands, check mail, make deposits, etc. While the position is based at Hardin Valley, there may be infrequent travel to the other PSCC campuses.
    There is only occasionally a need to lift boxes or equipment up to 25 pounds or more during the course of an average work day for distributing advertising materials/course schedules, class-related materials, and office supplies. The ability to sit for long periods as this position requires using a computer for long stretches of time.
    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 $50 company match/457/403b
    * Employee Discount program with over 900+companies
    * 13 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 is not listed 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 is an EEO/AA/Title VI/Title IX/Section 504/ADA employer
    If you have any problems or questions please contact Human Resources at Pellissippi State Community College's Human Resource Office at 865-694-6607 or by email at .
    If you are interested in this position, click on the link to the left to apply.
    #mrp
    

Keywords: Pellissippi State Community College, Knoxville , Administrative Assistant III, Administration, Clerical , Knoxville, Tennessee