Temporary Administrative Associate Jobs in Tennessee

Southwest Tennessee Community College is a comprehensive, multicultural, public, open—access 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 (Technologies)

Employee Classification: Clerical & Secretarial

Institution: Southwest Tennessee Community College

Department: Technologies

Campus Location: SWTCC - Multiple Campus Locations

Job Summary

This full time, permanent fiscal year clerical support position provides essential administrative and operational assistance to the department. The Administrative Assistant 3 serves as a personal assistant to departmental leadership, manages daily clerical functions, and ensures efficient workflow. Responsibilities include overseeing or coordinating the work of student workers and temporary employees, managing office communications, and responding to telephone inquiries by providing information or directing callers appropriately.

Job Duties

• Greets visitors, determines the nature of their business, assists them, and directs them to the appropriate personnel.
• Interacts daily with faculty, staff, and students to support departmental operations.
• Checks and coordinates the work of student workers, temporary employees, and lower level clerical staff.
• Maintains and orders office supplies and materials as needed.
• Monitors and responds to routine emails.
• Prepares correspondence, purchase orders, forms, reports, and other documents.
• Answers and routes telephone calls, providing routine information as appropriate.
• Reviews incoming correspondence and reports, determining appropriate disposition.
• Assembles information for departmental reports and projects.
• Screens calls, takes messages, and routes them to the appropriate staff member.
• Communicates with internal and external agencies on matters related to the department.
• Manages multiple calendars and schedules; coordinates travel arrangements; maintains departmental filing systems.
• Researches policies, procedures, and guidelines for the Dean and Executive Director.
• Retrieves, opens, and distributes daily mail.
• Attends staff meetings and prepares agendas and minutes.
• May perform other duties as assigned.

Minimum Qualifications

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

Preferred Qualifications

• Associate's 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 and filing systems.
  
• Ability to use business English effectively.
  
• Ability to interact and work with co-workers, faculty, staff, students, and the general public.
  
• Ability to type accurately from plain copy and from rough draft.
  
• Ability to calculate arithmetic accurately.
  
• Ability to establish and maintain effective working relationships.
  
• Ability to express ideas clearly and concisely.
  
• Office Management ability.
  
• Basic Computer skills.
  
• Excellent oral and written communication skills.

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: 

https://www.southwest.tn.edu/hr/benefits-overview.php

Incomplete 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, myhr@southwest.tn.edu, 737 Union Ave, Memphis, TN 38103, 901-333-5000. See the full non-discrimination policy.