Tsus State College Polk County, Administrative Assistant

The Administrative Assistant provides support services for the Director of TSUS State College Polk County Center as well as welcomes visitors and new and prospective students to the State College Polk County Center. The Administrative Assistant is responsible for offering excellent customer service that aligns with the TSUS State College's mission and goals.

Minimum Qualifications

H.S. diploma or equivalent required.

Requires one to two years of similar work experience.

Must possess excellent customer service and communication skills.

Working knowledge in Microsoft Office applications, office administrative procedures, desktop and laptop computers, copiers, scanners, and normal office equipment

Possess good time management skills

Familiar with Learning Management System (Blackboard, preferred)

Familiar with social media and webpage

Preferred Qualifications

Experience in higher education setting.

Associate's degree.

SALARY $35 - $38K Work Hours

Essential Job Functions

Essential Job Functions

Serve as administrative assistant for the Director; triage incoming communications and appointment requests; schedule face-to-face and/or virtual meetings or appointments, as appropriate; receive and triage telephone calls; manage and monitor Director's calendar;

Essential Job Functions

Serve as receptionist for the site, greeting and assisting all in-person guests as well as answering the front office phone

Essential Job Functions

Take minutes, distribute via Adobe Sign, and store/retain documents needed for meetings and events, as requested

Essential Job Functions

Prepare documents/forms needed for the Director, as requested

Essential Job Functions

Maintain budget for the site operations: Enter budget requisitions, manage invoices and purchase orders, and maintain records of available budgets for all departments of the Center

Essential Job Functions

Collect, process, and distribute vacation and sick leave requests for Center employees

Essential Job Functions

Open, sort, and route Center's mail; Process and post outgoing mail and other materials

Essential Job Functions

Make travel arrangements for the Director and complete appropriate forms, requisitions, and vouchers

Essential Job Functions

Assist at selected on-campus and off-campus events and functions, as requested

Essential Job Functions

Plan and assist with registration, faculty conferences, meetings, and campus events, as requested

Essential Job Functions

Assist in preparation, proofing, and printing/displaying of all Center publications

Essential Job Functions

Monitor and report facility, IT, and security needs to designated personnel at the TSUS State College

Essential Job Functions

Monitor supplies for the Center, including classrooms, and order/replenish, when necessary

Essential Job Functions

Maintain an up-to-date list of all active academic and technical programs that are taught at the Center (sorted by TSUS State College), including course requirements

Essential Job Functions

Assist TSUS State College Administrators with the faculty hiring process, including but not limited to issuing and collecting hiring documents to prospective faculty members, initiating and routing faculty credentialing forms, requesting and collecting required official transcripts

Essential Job Functions

Assist in maintaining the Center's webpages and blackboard channels or pages

Essential Job Functions

Assist faculty with textbook selections, vita uploads, and syllabus anomalies

Essential Job Functions

Maintain knowledge of the general policies and procedures of the TSUS State Colleges

Essential Job Functions

Assist with the creation, packaging, and distribution of resource materials for student recruitment and retention

Essential Job Functions

Respond to student inquiries and questions via email, as needed

Essential Job Functions

Assist in arranging on-site college visits for potential students and visitors

Essential Job Functions

Serve as backup testing administrator, as needed

Essential Job Functions

Assist in maintaining the Center's calendar of events

Essential Job Functions

Assist in maintaining the Center's web pages and social media postings

Essential Job Functions

Maintain inventory of office and classroom supplies and equipment and replenish, as needed

Essential Job Functions

Support faculty hiring and onboarding activities

Essential Job Functions

Assist in preparing and issuing hiring, payroll, and leave documents

Essential Job Functions

Maintain knowledge of the general policies and procedures of the TSUS State Colleges

Essential Job Functions

Performs all other duties, as required and/or assigned