Title: Administrative Assistant

POSITION SUMMARY

Provides advanced administrative support in the Office of the President, a fast-paced environment dedicated to supporting student success and excellence in our team. Responsibilities include managing daily operations in the Office of the President and providing administrative support to other offices under the President's supervision.

ESSENTIAL JOB FUNCTIONS/JOB DUTIES AND RESPONSIBILITIES

Maintains and manages the President's calendar, including scheduling both internal and external appointments and meetings. Serves as a liaison between the Office of the President and internal/external entities. Assists visitors and responds to all inquiries - in-person, written and telephonic - timely and appropriately, providing information or referring them to the appropriate person. Prepares and maintains accurate records for reports, contracts, forms and other documents.
Initiates and processes office purchases, requisitions, monthly purchase reconciling and payment services for the department. Prepares routine correspondence, reports, forms and other documents and assists in assembling information for various reports and projects.

Provides administrative support for Marketing & Communications, including managing contracts, entering requisitions, corresponding with vendors regarding invoices, tracking and reconciling budget lines, maintaining a publication log and updating the website employee directory. Arranges travel, conferences, appointments, special events and other business activities. Submits and reconciles expense reports. Provides general office management and clerical assistance with copying, printing documents, filing, maintaining records, making phone calls and processing incoming/outgoing mail, FedEx and UPS parcels. Records and distributes meeting minutes and materials for the Office of the President and its supporting internal offices. Supports special projects and events.

REQUIRED QUALIFICATIONS

High school diploma or educational equivalent

Two or more years' experience providing direct administrative support in an office setting.

Proficiency in Microsoft Office

Experience balancing multiple priorities and projects successfully.

PREFERRED QUALIFICATIONS

Bachelor's degree or CAP certification.

Prior work experience in higher education.

Prior work experience providing administrative support in an executive-level office setting.

Familiarity with Banner, Dynamic Forms, DocuSign and other web-based systems

KNOWLEDGE, SKILLS AND ABILITIES

Ability to establish and maintain effective working relationships across the organization and with diverse groups, demonstrating effective interpersonal and communication skills. Ability to work independently and demonstrate initiative. Ability to be detail-oriented despite competing priorities/deadlines. Ability to manage a high-volume workload using effective time management skills to plan, prioritize and organize work to meet deadlines. Demonstrated ability to follow-through and follow-up in a timely manner. Knowledge of basic office workflows. Knowledge of basic office filing systems. Proficient in Microsoft Office applications. Ability to enter data accurately, timely and consistently. Must possess sound judgement, be discreet and able to maintain confidentiality.

Open Until Filled: Yes

Rate of Pay: $40,112 - $48,146 depending on experience.

Special Instructions to Applicants: Unofficial transcripts are acceptable for the application process. Official transcripts are required upon hire. Applicants may be subject to a background check.

Nashville State offers flexible work arrangements for positions that qualify.