Job Details

Executive Administrative Assistant
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Position Number: 1143131
Location: Gallatin, TN
Position Type: Secretary and Administrative Assistants

Executive Administrative Assistant

Volunteer State Community College

Executive Administrative Assistant Position Summary: To perform duties required by the Vice President for Business and Finance requiring efficient operation of the office and collaboration with the department under the Vice President's supervision to coordinate effective team work. Ensure the smooth flow of documents (both electronic and paper) and assist in meeting deadlines.

Duties and Responsibilities: Provides assistance to the Vice President of Business and Finance to include answering telephone and welcoming visitors of the Vice President, maintaining electronic appointment calendar and contacts, taking meeting notes and maintaining paper filing system . Assists the Vice President in the approval process of check requests, routine travel authorizations, travel claims, and contracts, by insuring that funding is available, all other mandatory signatures have been acquired, and that proper supporting documents have been attached. Makes travel arrangements for the VP. Assists with policy preparation and submission. Assists with meeting and event planning for the Business and Finance Office. Assists Asst. V.P. with formatting financial budgets and statements as necessary. Create interactive departmental forms using Microsoft Office and Adobe as needed. Compose correspondence concerning routine matters. Provide training to the College's employees regarding the College's budgeting and purchasing software packages. Order office supplies for the Business and Finance Office and include small orders from other offices across the campus in order to meet order minimums on a regular basis. Sorts and processes mail and record all checks received. Assists with banking and investment account set-up; management of on-line access for employees; initiate outgoing wires and ACH transfers; initiate transfers between bank accounts and LGIP accounts as required; maintain files for banking information and Certificates of Deposit; prepare and fax bids for Certificates of Deposit notifying VP of Business and Finance of results and ensure follow through to completion. Assists the Purchasing Office with document preparation relating to contracts and upkeep of the contract database. Business and Finance procurement card recordkeeping and monthly reconciliation. Management of the College's surplus property auctions. Other duties as assigned.

Required Qualifications: High school diploma or GED equivalent. Five years of related experience.

Preferred Qualifications: Associate's degree. Experience with financial or business operations of a complex organization. Experience in higher education.

Knowledge, Skills, Abilities, and Work Characteristics: Proficient in Microsoft Office applications. Mastery of Word and Excel. Ability to communicate effectively and work cooperatively with a diverse faculty, staff, and student population. Must have strong organizational skills. Must present a confident, professional demeanor.

Pay Rate: 32,600.00 - 37,946.00 annual salary depending on experience

Posting Date: 12/22/2017

Closing Date:

Open until Filled: Yes

Special Instructions to Applicants:

Unofficial transcripts are acceptable for the application process. Official transcripts will be required upon hire.

Applicants may be subject to a background check.

To apply, visit: https://tbr.csod.com/ats/careersite/jobdetails.aspx?site=13&c=tbr&id=322

Volunteer State Community College does not discriminate against students, employees, or applicants for admission or employment on the basis of race, color, religion, creed, national origin, sex, sexual orientation, gender identity/expression, disability, age, status as a protected veteran, genetic information, or any other legally protected class with respect to all employment, programs and activities sponsored by TBR.