Administrative Assistant 2

Tennessee Tech University Cookeville, TN Full-time Administration / Clerical

Posted on April 19, 2024

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Administrative Assistant 2

Position Number: 601020
Department: Presidents Office

Job Purpose
Serves as the first point of contact for the President and Office of the President, including the Chief of Staff, the Chief Government Affairs Officer, and the General Counsel for both internal and external constituents.

Tennessee Tech is an Equal Opportunity/Affirmative Action employer.

Essential Functions
Serve as initial point of contact for the President, Chief of Staff and Chief GovernmentAffairs Officer, General Counsel and President’s Office with internal and external constituents. Components of communication functions to include face-to-face, telephone, electronic and hard copy correspondence; communicate with high-profile external constituents on behalf of the President’s Office as directed to include the Governor, congressmen, local government officials, members of the TN General Assembly, members of University Board of Trustees, Foundation board members, etc. Must make the determination as to who should handle the contact once a need is determined. Provide procedural information. Maintain high level of confidential information. Support office operations with minimal supervision – those duties include directing inquiries and special requests to the appropriate unit or service area, personnel, etc.; preparing routine responses to inquiries and memos/letters for President, Chief of Staff, General Counsel, and Chief Government Affairs Officer’s signature; conducting research at the direction of the Chief of Staff, maintaining office supplies and equipment; training and supervising student workers; maintaining filing system; scheduling use of President’s conference room and use of technology in the conference room.

Maintain member-type database used by the President’s Office for various communication purposes including invitations to events, holiday cards, special announcements, etc. Provide support assistance for the meetings of these policy making groups – Administrative Council and University Assembly; and support of Staff Advisory Committee. Provide process support for awards and recognitions routinely presented by the President including service pin distribution events.. Event coordinator forPresident’s sponsored/hosted events. Prepare routine budget requisitions, purchase orders in EagleBuy, and has bookkeeping and compliance responsibilities for the accounts of the President’s Office, Chief Government Affairs Officer, and University Counsel s; prepare temporary and student payroll.

Maintains membership for Standing University Committees including coordination with committee’s Executive Officers for replacement of expired terms. Research each committee’s procedures to determine membership criteria. Provide support within the President’s Office when necessary; perform other duties as assigned. Maintain President’s Office and University Standing Committees’ websites. Conducts research directed by the Chief of Staff. Prepares documents for the legislature.

Minimum Qualifications
Bachelor’s degree in a related field from an accredited institution with at least three years of related professional experience or a high school diploma with at least five years of related professional experience.

Excellent interpersonal skills with the ability to multi-task effectively in a varied, high-volume environment. Possess the concentration and organizational skills to complete complex tasks in such an environment. Excellent written and oral communication skills with proven ability to effectively communicate with all levels of management and constituents. Experience performing with a high level of diplomacy, confidentiality and trust while projecting a rofessional and positive image. Ability to prioritize objectives and exercise independent judgment based on an understanding of organizational policies and activities. Ability to maintain member-type database used by the President’s Office for various communication purposes including invitations to events, holiday cards, special announcements, etc. Have extensive knowledge of computer software packages (Banner, Microsoft Word, Excel, and Outlook.

Preferred Qualifications
Bachelor’s degree in related field. Experience in higher education. Experience with Banner and EagleBuy.

Work Hours: Typical hours are Monday-Friday, 8:00 a.m. – 4:30 p.m.

Salary: Commensurate with education and experience.

Benefits Information
The University offers a competitive benefits package. Benefits include the accumulation of two vacation days per month and one sick leave day per month, and thirteen University holidays. Other benefits include medical and life insurance (shared cost with the university), retirement, optional 401k, and educational benefits.

To apply, visit https://jobs.tntech.edu/postings/16829

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