Division Secretary- Written, Oral, and Digital Communications

About the role

The Division Secretary supports the Written, Oral, and Digital Communications Division and general student services at the Williamson, TN Campus. This position involves performing general administrative and customer service duties, assisting with special functions, maintaining confidential information, and supporting various aspects of division operations.

Responsibilities

• Perform general administrative/customer service duties for Dean and full and part-time faculty in assigned building(s).
• Word processing, preparing and copying course material, syllabi, handouts, generating reports, program reviews, correspondence, mail distribution, 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.
• Maintain division files, process forms, maintain logs, files for faculty, special projects, etc.
• Maintain/requisition office equipment and supplies.
• Order and inventory instructor textbooks, support materials and supplies for faculty.
• Aid 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 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.
• Support development, oversight of programs and services that result in enrollment, progression, retention and graduation growth for the service area.
• Supplemental Functions: 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.

Requirements

• High School diploma or equivalent AND Two (2) years of administrative assistant experience OR Associate’s degree
• Preferred Bachelor’s degree
• Previous Higher Education Experience
• Familiarity with Banner and other Student Information Systems

Skills and Abilities

• Effective communication in written and spoken English
• Extensive computer skills including most Microsoft Office applications, internet research, and other computer software for support of division functions
• 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 – weekly schedule will vary
• Sitting, typing or standing for extended periods of time may be required
• Visual and hand usage for personal computers
• Various activities, i.e., occasional light to medium weightlifting, walking and carrying items from one building to another
• Able to work adjusted hours as needed