Division Secretary- Business and Technology

About the Role

This in-person position provides administrative support for the Business and Technology Division and general student services at the Columbia, TN campus.

Responsibilities

• Perform general administrative and customer service duties for the Dean and full/part-time faculty, including word processing, preparing and copying course materials, syllabi, handouts, generating reports, program reviews, correspondence, mail distribution, and document/requisition preparation.
• Assist with special functions as assigned.
• Respond to inquiries (phone/email) and provide accurate information to all constituencies.
• Serve as a message and central information center for the assigned division’s building(s).
• Set up and maintain division files, process forms, maintain logs, and files for faculty and special projects.
• Maintain confidentiality of information.
• Maintain, requisition, and inventory office equipment, supplies, instructor textbooks, and support materials for faculty.
• Assist in orienting part-time faculty to general campus operations.
• Provide first-line advising to students.
• Collaborate with other departments, extended campuses, and TBR institutions in support of division work.
• Schedule rooms, faculty, and courses using Banner and Coursedog systems.
• Supervise student workers.
• Collaborate each semester to build the electronic course schedule, enter faculty assignments, schedule classrooms, and prepare summaries of part-time faculty assignments/loads.
• Coordinate, monitor, assign, and/or re-assign faculty advisors for students.
• Provide support to faculty/directors throughout the program admission process (e.g., receive/process applications/materials, compile candidate records, generate communications, extract information from student records).
• Support development, oversight of programs, and services that result in enrollment, progression, retention, and graduation growth for the service area.
• Coordinate times, locations, and information for meetings and/or events.
• Assist with college-wide registration and other administrative functions as needed.
• Provide support for college/division/program events and projects.
• Perform other duties as assigned by the Division Dean and the Vice President.

Requirements

• High School diploma (or equivalent) and a minimum of two (2) years of administrative assistant experience OR an Associate’s Degree.
• Preferred: Bachelor’s degree, previous higher education experience, and familiarity with Banner and other Student Information Systems.

Skills

• Ability to communicate effectively in written and spoken English.
• Extensive computer skills, including Microsoft Office applications, internet research, and other software supporting division functions.
• Ability to operate standard office technology.
• Strong organization and management skills.
• Ability to balance workload with multiple tasks.
• Able to work without direct supervision.
• Ability to analyze, evaluate, and take appropriate actions.
• Ability to relate to diverse faculty, staff, students, and the public.

Working Conditions

• Normal work week of 37.5 hours; weekly schedule may vary.
• Sitting, typing, or standing for extended periods may be required.
• Visual and hand usage for personal computers.
• Occasional light to medium weightlifting, walking, and carrying items between buildings.
• Ability to work adjusted hours as needed.

Titles Supervised

• Student Workers

Pay

Annual salary range: $29,520 - $35,420.

Benefits

• 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.

About Columbia State Community College

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.