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Administrative Secretary

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.  To apply for the position, please click the Apply for this Job link/button.

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Please see Special Instructions for more details.

Full-time employees at Southwest work 37.5 hours per week. Benefits include health insurance, annual and sick leave, tuition assistance and retirement. Salary is commensurate with colleges pay scale. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. Employment is contingent upon successful completion of a background investigation and receipt of official college transcripts.

Posting Details

Posting Text

Title Administrative Secretary - STCC
Position Title Administrative Secretary
Department STCC-Student Affairs (SA)
Position Summary

Southwest Tennessee Community College is a comprehensive, multicultural, public, open—access college. Southwest began operation on July 1, 2000, through legislation that consolidated Shelby State Community College and State Technical Institute at Memphis. Southwest has 6 campuses/centers from which it offers over 100 programs and over 20 technical certificate programs. We foster student success, transform lives, and increase the educational level of a diverse community in Shelby and Fayette counties. Southwest is a Tennessee Board of Regents institution, accredited by the Commission on Colleges of the Southern Association of Colleges and Schools. We invite you to become a part of the Southwest Team!

• This is a full-time, fiscal year position under the general supervision of the Executive Directors of Retention & Student Success and Enrollment Services.

• The Administrative Secretary acts as personal secretary and performs complex administrative clerical functions.

• He/She operates a word processor, computer terminal, and microcomputer and may oversee, coordinate the flow, or check work of student workers, temporary employees, and/or lower level clerical employees.

Typical Duties and Responsibilities

• Tasks may include screening calls, managing calendars, making travel arrangements, planning meetings and events, maintaining files, preparing minutes of meetings, editing various documents; and, communicating with all levels of internal management and staff, students, community representatives and vendors.

• Composes routine and non-routine correspondence including letters, memos and/or reports independently, often of confidential nature.

• Maintains contact for the supervisor with public and private professional persons and other officials. Interacts with college department chairs, faculty, students, and staff inside and outside of the college.

• Determines type of data, forms, records or methods to be used and collects or compiles information or data or overseas such activities. Works with Banner and Argos.

• Answers multi-line telephone, providing accurate and efficient information/assistance and/or appropriate referral on incoming calls to appropriate parties promptly. Reviews, prioritizes and redirects regular and electronic mail. Maintains follow-up system on action mail.

• Makes arrangements and preparation for travel, conferences, appointments, special events or other activities. Manages multiple calendars, schedules and order office supplies .

• Researches policies, procedures and guidelines for supervisor and staff.

• Develops and maintains office filing systems.

• May perform other duties as assigned.

Required Qualifications

• High School Diploma or equivalent.

• Three (3) years secretarial experience.

• Proficient with Microsoft Office software.

Preferred Qualifications

Prefer word processing and/or microcomputer experience.

Knowledge, Skills, Abilities and Work Characteristics

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenograph and transcription, designing forms, and other office procedures and terminology.

• Knowledge of modern office practices, procedures and equipment.

• Skill in typing and word processing.

• Skill in excellent oral and written communication.

• Ability to use business English effectively.

• Ability to calculate arithmetic accurately.

• Ability to establish and maintain effective working relationships.

• Ability to express ideas clearly and concisely.

• Ability to manage office effectively.

Pay Rate
Posting Date 04/20/2017
Closing Date
Open until Filled No
Special Instructions to Applicants

Full-time employees at Southwest work 37.5 hours per week. Benefits include health insurance, annual and sick leave, tuition assistance and retirement.

Salary is commensurate with colleges pay scale.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Employment is contingent upon successful completion of a background investigation and receipt of official college transcripts.

Type of Appointment Fiscal
FLSA Status Non-Exempt
Employment Category Administrative
Location Southwest Tennessee Community College (Memphis)
Location of Position
Posting Number 005594

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this opportunity?
    • Southwest TN Community College website
    • Higheredjobs.com
    • The Chronicle of Higher Education
    • The Commercial Appeal
    • Monster
    • Indeed
    • Personal Referral
    • Other
  2. * Please select below which best fits your highest level of education:
    • High school diploma or equivalent
    • Some college
    • Associate's degree
    • Bachelor's degree or higher
  3. * How many years of experience do you have in administrative work in an educational setting?
    • 0
    • 1
    • 2
    • 3
    • 4
    • 5 or more
  4. * How many years of experience do you have in administrative work in a non-educational setting?
    • 1 to 2 years
    • 3 to 4 years
    • 5 to 6 years
    • 7 to 8 years
    • 9 to 10 years
    • More than 10 years
  5. * Please select below which best reflects your years of clerical/administrative work experience:
    • Less than 1 year
    • 1 to less than 4 years
    • 4 to less than 7 years
    • 7 to less than 10 years
    • 10 years or greater

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Letter of Reference 1
  2. Letter of Reference 2
  3. Letter of Reference 3
  4. Unofficial Transcript
  5. High School Diploma/High School Equivalency
  6. Additional Document (s)