Administrative Assistant IV

Title: Administrative Assistant IV

Department: Human Resources

Number of Positions: 1

Classification: 3/Campus

Position #: 650890

Type of Appointment: Full-Time

FLSA Status: Non-Exempt

Pay Rate: $36,270 - $44,390.00/per year. Pay will be determined based on related work experience above required. To be considered in determining pay, all related work experience must be listed on the application.

Required Documents Needed to Upload at Time of Application: Resume, transcripts and three professional references.

Reference check requirements: Non-supervisory roles: two (2) current or former supervisors and one professional reference.

Personal references (friends, clergy, customers, relatives) are not considered acceptable references

Position Summary: The administrative assistant plays a vital role to the Human Resources department, providing essential support to ensure the smooth and efficient operation of HR functions. This position involves a variety of administrative tasks that facilitate effective communication, organization, and coordination within the HR team and across the college. 

Essential Functions:

35%​ Office Management

Oversee day-to-day operations of the HR office, ensuring that administrative processes run smoothly and efficiently. This includes managing (monitoring and ordering) office supplies and equipment, general office organization; handling purchasing for the HR department and assisting in monitoring HR department expenditures; maintaining inventory of HR forms and materials; mail and package handling such as sorting and distributing incoming mail, preparing outgoing mail packages, managing courier services as needs; coordinating with facilities management for any office maintenance needs, etc. 

20% Staffing Support

Assists with HR staffing needs by coordinating job postings and recruitment efforts, scheduling interviews as needed and liaising with candidates; preparing onboarding materials and assisting with the facilitation of the onboarding process for new hires; maintaining accurate employee records and databases; maintaining calendar for executive director and the department such as scheduling meetings, interviews, appointments, etc.; coordinating room reservations for HR events; arranging refreshments for HR events as necessary; assisting with the preparation of materials for training sessions or orientations; supporting the organization of HR events or employee programs.

20% Communication

Serve as a point of contact for internal and external inquiries related to HR functions by greeting visitors to the HR department, directing visitors to appropriate staff members, answering phone calls and emails, drafting and sending correspondence, and routing inquiries to appropriate HR team members. Communicate effectively with employees, candidates, and other stakeholders to provide information and support.

Potentially interacting with venders for routine purchases and maintaining relationships with regular suppliers.

20% Documentation and Reporting

Prepare and maintain HR documentation, including reports, presentations, and employee files. Ensure that all records are kept up-to-date, confidential, and compliant with board and college policies and regulations.

Prepare and manage documentation related to the onboarding process; handle exit documentation for departing employees.

Monitor and manage programs involving volunteers and minors on campus, ensuring compliance with relevant policies and regulations.

Administer the Public Service Loan Form (PSLF) program.

Verification of Employment (VOE).

Maintain and update HR policies and procedures. Ensure that these documents are easily accessible to employees and regularly updated to reflect any changes.

5% Collaboration

Work closely with HR team members to support various HR initiatives and projects. Chair the employee recognition committee in collaboration with the executive director, HR and the executive director, Foundation. Actively participate in the support staff committee. Supervise department student employees and/or interns. Other duties as assigned.

Note: The College reserves the right to change or reassign job duties, or combine positions at any time.

Key Results Areas: Maintain accuracy in employee records and HR documentation; maintain an average response time to HR inquiries; achieve on-time start for scheduled interviews, meetings, events, etc.; satisfaction rate from internal clients on HR communication clarity

Job Requirements: 

• Associate’s degree required. Bachelor’s degree preferred.
• A minimum of 3 years administrative experience. A background in Human Resources is preferred.

Part-time work experience is calculated at 50% credit of full-time work experience.

Special Skills/Application of Knowledge:

• Understanding of basic HR principles, policies, and procedures
• Skill in providing excellent service to internal and external clients
• Strong organizational, time management, and multitasking skills
• Excellent verbal and written communication abilities
• Familiarity with office and HR software (e.g., Microsoft Office Suite, HRIS systems), and other relevant digital tools
• Attention to detail and accuracy in documentation
• Ability to maintain confidentiality and handle sensitive information
• A proactive and positive attitude toward problem-solving and teamwork
• Flexibility to handle changing priorities and new tasks as they arise
• Able to engage in the college’s mission and values

Complexity & Creativity: The administrative assistant must have a solid understanding of HR principles, community college operations, and office management practices. They need to be able to apply this knowledge in various contexts, from routine tasks to more complex HR-related issues. This role requires a balance of technical skills, interpersonal abilities, and analytical thinking to effectively support the HR department and contribute to the overall functioning of the college. Continuous learning and adaptability are also crucial, as HR practices and technologies evolve over time. Additionally, the assistant must have the ability to juggle multiple tasks, prioritize effectively and meet deadlines, manage budgets, confirm vendors, and arrange travel. These skills are necessary for event planning and support to the department.

Magnitude of Impact: The administrative assistant serves as a key point of contact for HR-related inquiries from faculty, staff, and external stakeholders, influencing the college’s communication and service quality. By supporting HR functions like recruitment, onboarding, and record-keeping, this role indirectly impacts all departments and employees across the college. The administrative assistant often handles sensitive information and contributes to maintaining compliance with employment laws and regulations, which affects the entire institution. This role, while primarily supportive, has a wide-reaching influence on the college’s operations, employee experience, and overall organizational effectiveness.

Responsibility for Accuracy: Given the sensitive nature of HR information and the potential impact of errors on employees and the institution, maintaining a high level of accuracy is a critical responsibility of this role. The administrative assistant must be detail-oriented and committed to ensuring the correctness of all information handled and processed within the HR department.

Financial Impact: This role involves assisting with payroll-related tasks, benefits administration, purchasing for the HR department, accurate record-keeping and compliance with employment laws and regulations, and streamlining office operations and improving administrative processes. Based on these responsibilities, accuracy and efficiency of the administrative assistant’s work has significant financial implications for the college.

Budgetary: While the administrative assistant plays a role in budget-related tasks (purchasing, budget monitoring, record keeping, cost-saving initiatives, etc.), the assistant does not have significant budgetary authority. Major financial decisions and budget allocations are usually made by the executive director.

Judgement and Decisions: The administrative assistant may make independent decisions as it relates to office management, scheduling and coordination, documentation preparation and record keeping, purchasing and budget monitoring, communication and information dissemination, etc. These decisions are to be guided by established policies, procedures, and standards to ensure the assistant is operating within the framework set by the HR department and the college. This role involves a balance of following guidelines and using judgment to make decisions that support the overall efficiency and effectiveness of the HR function.

Nature of Contacts: The administrative assistant will have daily interactions with members of the HR department, college faculty and staff, and job applicants and candidates. Regular contact and collaboration may look like meetings or as-needed communication to address HR-related inquiries, assistance with paperwork, benefits questions, or other HR processes, communication during the recruitment and hiring process (ex. scheduling interviews, providing information about the college and positions, etc.), etc.

Physical Demands: This role primarily involves sitting for long periods while working at a desk, using a computer, and handling phone communications. Frequent use of hands such as typing, data entry, and handling office equipment. This includes substantial movements of the wrists, hands, and fingers. Close visual acuity is required for tasks such as preparing and analyzing data, transcribing information, viewing a computer terminal, and extensive reading. Occasionally lifting and carrying light objects, such as office supplies or small parcels, typically up to 10 lbs. Ability to move about through and to short distances within the office or campus, and occasionally drive a vehicle to deliver or pick up materials.

Hazards: There may generally be low-risk hazards including but not limited to ergonomic hazards, eye strain, stress, confidentiality risks, minor physical risks, potential for workplace conflict, sedentary work, etc.

Full-time Employment 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 $50 company match/457/403b

• Employee Discount program with over 900+companies

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

• Sick Leave Bank

• Longevity Pay

• Many opportunities for professional development

Special Instructions to Applicants: To be considered for a position at Pellissippi State, you must create an on-line application. Your skills, abilities, qualifications, and years of experience will be evaluated using only what is recorded on your application. Work experience that is not listed on the application will not be considered towards compensation. Please note: attaching a resume does not substitute for completion of the application form. Part-time work experience is calculated at 50% of full-time experience. Please note: to scan, upload, or attach documents, a computer and scanner are available at the Hardin Valley Campus Educational Resources Center, if needed.

Pellissippi State Community College is an EEO/AA/Title VI/Title IX/Section 504/ADA employer

If you have any problems or questions please contact Human Resources at Pellissippi State Community College’s Human Resource Office at 865-694-6607 or by email at recruiting@pstcc.edu.

If you are interested in this position, click on the link to the left to apply.

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