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Executive 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 Executive Secretary - STCC
Position Title Executive Secretary
Department STCC-VP Financial and Admin Serv (FA)
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 5 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 position working under the supervision of the Vice President of Finance and Administrative Services.

The Executive Secretary acts as secretary and to the Vice President of Finance and Administrative Services.
.

The Executive Secretary relieves the supervisor of administrative details and may oversee, coordinate the flow, or check the work of student workers, temporary employees, and/or lower level clerical employees.

He/she ensures the department’s essential responsibilities are effectively and efficiently executed and assists in solving problems.

Typical Duties and Responsibilities

• Consults with other Vice Presidents, Deans, Department Heads, and others on matters of importance when the supervisor is away from the campus.

• Researches policies, procedures, and guidelines for Vice President of Finance and Administrative Services.

• Prepares meeting agenda, attends meetings, keeps records, and prepares draft of minutes for review.

• Makes travel arrangements, prepares for conferences, appointments, special events or other activities.

• Determines type of data, forms, records or methods to be used and collects or compiles information or data or oversees such activities.

• Develops and maintains office filing systems.

• Takes dictation, and transcribes from notes or a machine.

• May operate a word processor, computer terminal, microcomputer, or memory typewriter.

• Summarizes programs, reports, or other information for the supervisor.

• May oversee, or check the work of student workers, temporary workers, and/or lower level clerical employees.

• Serves as a liaison with other functional areas and external customers in the resolution of routine administrative and operational issues.

• May perform other work as assigned.

Required Qualifications

High school graduate or equivalent.

Four (4) or more years’ experience in increasingly responsible secretarial position. Prefer: word processing and/or microcomputer experience.

Proficient in Microsoft Office Suite

Preferred Qualifications

Associate’s Degree in related field.

Professional Administrative Certification of Excellence(PACE) certified, by the American Society of Administrative Professional(ASAP)

Knowledge, Skills, Abilities and Work Characteristics

• Knowledge of administrative procedures and filing systems.

• Knowledge of modern office practices, procedures, and equipment.

• Skill in excellent verbal and written communications skills.

• Maintains confidentiality

• Skill in typing and word processing.

• Ability to use business English effectively.

• Ability to maintain confidentiality.

• Ability to be flexible, work under pressure and accept changes with little or no difficulty.

• Ability to express ideas clearly and concisely.

• Ability to work with limited supervision.

• Ability to calculate arithmetic accurately.

• Ability to establish and maintain effective working relationships.

• Ability to take and transcribe dictation at a working rate of speed from notes or machine.

Pay Rate 33792
Posting Date 07/18/2017
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 Clerical/Support
Location Southwest Tennessee Community College (Memphis)
Location of Position Macon Cove Campus
Posting Number 005840

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. * Are you currently employed at Southwest Tennessee Community College?
    • Yes
    • No
  3. * Do you have a minimum of a high school diploma or GED equivalent?
    • Yes
    • No
    • No Response
  4. * 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
  5. * Please select below which best reflects your years of full-time experience in front office administration.
    • None
    • Less than 1 year
    • 1 to less than 3 years
    • 3 to less than 5 years
    • 5 or more years

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. Additional Document (s)
  6. License/Certification
  7. Writing Sample