Division Secretary- Business and Technology

This in-person position is based on the Columbia, TN campus.

About the role

The Division Secretary provides administrative support for the Business and Technology Division and general student services.

Responsibilities

• Perform general administrative and customer service duties for the Dean and full- and part-time faculty in assigned building(s), including word processing, preparing and copying course materials, syllabi, handouts, generating reports, program reviews, correspondence, mail distribution, and document and requisition preparation.
• Assist with special functions as assigned.
• Respond to inquiries (phone/email) and provide accurate information to all constituencies.
• Serve as message center and central information center for the building(s) for the assigned division.
• 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.
• Work with other departments, extended campuses, and TBR institutions in support of division work.
• Schedule rooms, faculty, and courses as needed using Banner and Coursedog systems.
• Supervise student workers.
• Collaborate each semester in building the electronic course schedule, entering faculty assignments, scheduling classrooms, and preparing the summary 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 necessary 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 process and other college 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 minimum of two (2) years of administrative assistant experience or an Associate’s Degree.
• Previous higher education experience preferred.
• Familiarity with Banner and other Student Information Systems.

Skills

• Ability to communicate effectively in written and spoken English.
• Extensive computer skills, including most Microsoft Office applications, internet research, and other software for division functions.
• Ability to operate standard office technology.
• Extensive 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 will vary.
• Sitting, typing, or standing for extended periods of time 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.

Pay

Hiring salary range (annual): $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.