Administrative Assistant
TNBR Careers

Title: Administrative Assistant

POSITION SUMMARY
To provide overall support for the operations of the Center for Workforce Development and Continuing Education on a wide variety of administrative duties, special projects and strategic initiatives.

ESSENTIAL JOB FUNCTIONS/JOB DUTIES AND RESPONSIBILITIES
Creates client, instructor, vendor and professional services contracts. Prepares monthly and annual workforce reports. Maintains and updates US DOL RAPIDS and Appian systems. Manages WIOA program and student information.

Maintains department appointment schedule, arranging meetings and interviews as necessary. Prepares routine correspondence, reports, forms and other documents and assists in assembling information for various reports and projects. 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. Arranges travel, conferences, appointments, special events and other business activities. Submits and reconciles expense reports.

Initiates and processes office purchases, requisitions, monthly purchase reconciling and payment services for the department. Assesses inquires directed to the department and determines the proper course of action, and delegates to the appropriate individual to manage the response. Assists visitors and callers by providing information or referring them to the appropriate person.

Analyzes and interprets directives, policies, procedures, guidelines, etc. Develops and maintains a variety of records, using both manual and electronic filing systems. Provides additional support to workforce instructors when needed. Researches and creates presentations.

REQUIRED QUALIFICATIONS
High school diploma or equivalent
Two (2) years' experience in administrative support

PREFERRED QUALIFICATIONS
Associate's degree from an accredited institution
Four (4) years' experience in administrative support
Certified Administrative Professional Certification (CAP)
Experience with project management
Experience with US DOL Rapids and Appian systems
Experience with WIOA programs

KNOWLEDGE, SKILLS AND ABILITIES
Proven ability to effectively organize, prioritize and perform multiple job functions with competing deadlines, meet deadlines with short turn-around times and manage changing situations. Discretion, judgment and ability to handle confidential matters. Must be able to work independently, use initiative and make substantive decisions quickly. Ability to communicate effectively verbally and through written correspondence as well as in communicating with individuals in one-on-one situations. Exceptional listening skills, interpersonal skills, diplomacy and the ability to effectively interact and build trusted relationships with diverse internal and external constituencies. Proficiency with word processing, spreadsheets and presentation software. Ability to prepare executive level documents, reports and presentations.

Open Until Filled: Yes

Rate of Pay: $34,398 to $41,282 annually, 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.