Administrative Secretary- Office

Overview

The Administrative Secretary provides general secretarial and administrative support for the Vice President and the Advancement department.

• Work closely with the Vice President for Advancement in supporting responsibilities and provide general secretarial and administrative support for the department.
• Maintain calendar, office files, records and supplies inventory for the department.
• Coordinate the development and word processing of department files, policies and procedures.
• Assist with the development and communication of department activities.
• Collect information and documents relevant to department functions.
• Assist in maintaining donor database and gift records. Run queries for information and reports.
• Process Accounts Receivable (donation/gift), and daily deposits. Invoice pledged.
• Process Accounts Payables and processing of Foundation checks.
• Prepare reports for reconciliation of funds with Business Services.
• Use college software to check fund balances and other related information.
• Maintain correspondence from Advancement and Foundation including notification of Board members of meetings, agenda, minutes and preparing folders for all meetings.
• Maintain Foundation scholarship/fund folders with agreements, letters, publicity, reports, and policies/procedures both electronic and physical files.
• Interact with Foundation Trustees by assisting VP during preparation of Board meetings, emailing, and texting, taking attendance and minutes of meetings or working on the directory of trustees and ambassadors, etc.
• Assist other departments in coding purchases with Foundation funds through Sci Quest.
• Support the planning and execution of Advancement and Foundation activities by assisting with meetings, projects, and events. Submit facility department and communications department requests for Advancement and Foundation activities, arrange catering, etc.
• .Develop positive working relationships with other offices.
• Participate in Advancement and Foundation events during and outside of normal work schedule.

• Perform other duties as assigned.

High School Degree and five years administrative secretarial experience
or
Associate degree in office administration or other related field and three years administrative secretary experience or related experience.

• Ability to communicate effectively in written and spoken English.
• Ability to relate to diverse faculty, staff, students and the public.
• Demonstrated computer skills in Microsoft Office package, email, internet research, ability to use donor software, ticketing software and other computer software for support of advancement and foundation functions.
• Excellent organizational and office management skills including ability to prioritize tasks, while maintaining accuracy.
• Self-motivated and able to move forward with responsibilities while using appropriate discernment of when to seek input and collaboration.
• Good interpersonal skills including tact, diplomacy and confidentiality.
• Knowledge of college programs, policies, and procedures.

• Normal sitting, walking, standing (for filing), lifting, reaching, bending for office environment.
• Occasional physical exertion when assisting with events.
• Near continuous use of computer.

Student workers

$35,200 - $42,230

This position is based at the Columbia, TN Campus.

As Tennessee’s first community college (established in 1966), Columbia State is committed to student success both in and out of the classroom, as well as economic and community development in our nine-county service area. Columbia State is a member of the Tennessee Board of Regents.

• Vacation and Sick Leave
• 14 paid holidays
• Medical, dental, vision and life insurance
• Retirement plans
• Optional 401K and 403B Deferred Compensation Plans
• Educational benefits for the employee and their spouse and dependents

Columbia State Community College does not discriminate on the basis of race, color, religion, creed, ethnicity or national origin, disability, age, 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 with respect to employment, programs, and activities.

The following person has been designated to handle inquiries regarding nondiscrimination policies:

Executive Director of Human Resources

human resources

1665 Hampshire Pike, Columbia, TN 38401