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Tennessee Board of Regents (TBR) · 1 month ago

Executive Assistant I to the Vice President, Administrative Affairs

Knoxville, TN

Full-time

Onsite

Mid, Senior Level

$38K/yr - $46K/yr

5+ years exp

Tennessee Board of Regents (TBR) is seeking an Executive Assistant I to support the Vice President of Administrative Affairs. The role involves managing administrative tasks, coordinating schedules, and serving as a liaison between various departments and external contacts.

Higher Education

Responsibilities

Serve as liaison between VP Office and various departments within the division including: the Business Office, Campus Police, Facilities, Human Resources, Information Technology, and auxiliary services; process and approve leave reports for administrative and support staff reporting directly to the VP; schedule conference rooms as needed for the Business Office; open and distribute mail for the Business Office (and other departments within the division as necessary) to include preparation and submission of monies by mail; and, draft letters, memos, and interoffice correspondence, including requisitions, and work orders

Prepare assemble and distribute proposed and revised budgets

Prepare, assemble, and distribute financial statements for PSCC and the Foundation

Prepare and distribute various quarterly and annual reports requested by TBR and THEC

Prepare and distribute various annual reports including but not limited to Unclaimed Property, Property Insurance Report, Vehicle Reports, Financial Integrity Act, Professional Privilege Tax, Capital Budget Appropriations, etc

Prepare and distribute various year-end reports related to write-off’s, inventory, bank accounts, and federal audit activity

Responsible for college business records management – utilizing systems to maintain, preserve, and dispose of records. Maintain the records retention schedule ensuring essential records protection requirements

Process Request for Payments (RFPs) and maintain log(s)

Update policies and procedures for Administrative Affairs – including, but not limited to, tracking policy updates schedule, and providing internal access

Schedule travel arrangements for Vice President. Other duties as assigned

Qualification

Microsoft Office SuiteScheduling complex calendarsTravel arrangementsVideo conferencing toolsData entryOrganizational abilitiesEvent coordinationProfessionalismClient supportAttention to detail

Required

High school diploma or GED equivalent and 5 years' experience required

Proficiency in Microsoft Office Suite and other office productivity tools

Skilled in scheduling and managing complex calendars

Experience with booking travel arrangements and managing travel itineraries

Familiarity with video conferencing tools (e.g., Zoom, Microsoft Teams, etc.)

Ability to handle data entry, database management, and basic analytics

Ability to manage multiple tasks and projects simultaneously

Expertise and strong organizational abilities to manage complex tasks, prioritize tasks and meet deadlines

Experience in organizing and coordinating events, meetings, conferences, etc

High level of professionalism, integrity, and discretion in handling confidential information

Ability to build and maintain strong working relationships with various stakeholders

Meticulous attention to detail to ensure accuracy in tasks

A focus on providing excellent support and service to both internal and external clients

Able to engage in the College's mission and values

Extensive use of Microsoft Excel program is required

Preferred

Associate's degree in a business field and at least three years' full-time office experience with expertise Microsoft Office Suite preferred

Benefits

Insurance Options: Health, Dental, Vision, Life, Short/Long-term Disability, FSA/HSA

Wellness Incentive Program, if enrolled in health plan

Educational Assistance: Fee Waiver, Spouse/Dependent discounts, Audit/Non-Credit, Reimbursement Program

Employee Assistance Program

Retirement Options: Tennessee traditional pension plan option (TCRS), 401k with $100 company match, 457, 403b

Employee Discount program with over 900+ companies

14 Paid Holidays/Year Includes paid days off the last week of December

Sick Leave Bank

Longevity Pay

Many opportunities for professional development

Company

Tennessee Board of Regents (TBR)

TBR - The College System of Tennessee is the state’s largest public higher education system, with 13 community colleges, 23 colleges of applied technology (TCATs) and the online TN eCampus serving approximately 170,000 students.

Founded in 1972

Nashville, Tennessee, USA

51-200 employees