Executive Assistant to Vice President, Administrative Affairs

Position: 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

Classification: 3/On Campus

Position #: 600270

Type of Appointment:
Non-Exempt

Pay Rate: $37,720 - $46,170/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:
Three (3) professional references, two (2) of which should be former or current supervisors and (1) professional reference.

Personal references (friends, clergy, customers, relatives) are not considered acceptable references.

A professional reference such as a previous or current co-worker may be used as one of the references.

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 (T ), 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 president's 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 T  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-off's, 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.

* Associate's 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 College's mission and values.

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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;…