Division Secretary

Job Description

The Division Secretary will provide secretarial and administrative support to the Humanities and Social Sciences Division.

Essential Functions

• Perform general secretarial/customer service duties for Division Dean and members of department. Including but not limited to word processing, assistance with preparing and copying course material, syllabi, handouts; generating reports, program reviews, correspondence, mail distribution, document and requisition preparation. Involvement with clinical/community partner relations (ie, affiliation agreements, advisory committees, communication.) Assist with special functions as assigned.
• Respond to inquiries (phone/email) and provide accurate information to all constituencies.
• Serve as message center for the floor/building in which position is located, and central information center for the division.
• Setup and maintain division files, process forms, maintain logs, files for faculty, special projects, etc.
• Maintain confidentiality of information.
• Maintain/requisition office equipment and supplies.
• Be key operator for copy machines and facsimile transmittal.
• Each semester, collaborate in building the electronic course schedule, entering faculty assignments, scheduling classrooms, and preparing the summary of part-time faculty assignments/loads.
• Order and inventory textbooks, support materials and supplies for faculty.
• Work with other departments, extended campuses and TBR institutions in support of division work.
• Coordinate, monitor, assign, and/or re-assign faculty advisors for students.
• Provide support to faculty/directors throughout the program admission process (ie, receive/process applications/materials, compile candidate records, generate communications, extract necessary information from student records.)
• Assist program officials with ongoing programmatic accreditation (ie, create/distribute surveys, compile results, prepare self study materials.)
• Support development, oversight of programs and services that result in enrollment, progression, retention and graduation growth for the service area.

Supplemental Functions

• Coordinate times, locations and information for meetings and/or events.
• Assist with college-wide registration process and other college administrative functions as needed.
• Provide support for college/division/program events and projects.
• Other duties as assigned by the division dean and Provost/Executive Vice President.

Education, Training, and Experience

• Associates Degree in related field
• OR
• High School Diploma or equivalent and two (2) years secretarial/administrative experience

Knowledge, Skills, and Abilities

• Ability to communicate effectively in written and spoken English.
• Extensive computer skills that include Microsoft Office 2000 or higher and use of the Internet (knowledge of web page design an asset).
• Extensive organization and management skills.
• Ability to balance workload with multiple tasks.
• Able to work without direct supervision.
• Ability to analyze, evaluate and take appropriate action.
• Ability to relate to diverse faculty, staff, students and the public.

Working Conditions

• Normal work week of 37.5 hours – working hours may vary upon needs.
• Sitting, typing or standing for extended periods of time may be required.
• Visual and hand usage for personal computers.
• Various activities, i.e., occasional light to medium weight lifting, walking and carrying items from one building to another.
• Ability to work adjusted hours as needed.

Titles Supervised

Student Workers

Hiring Salary Range

$29,080 - 34,900

This position is based at the Columbia, TN Campus.

About Columbia State Community College

As Tennessee’s first community college (established in 1966), Columbia State is committed to student success both in and out of the classroom, as well as economic and community development in our nine-county service area. Columbia State is a member of the Tennessee Board of Regents.

Columbia State offers a comprehensive benefits package, including but not limited to the following:

• Vacation and Sick Leave
• 14 paid holidays
• Medical, dental, vision and life insurance
• Retirement plans
• Optional 401K and 403B Deferred Compensation Plans
• Educational benefits for the employee and their spouse and dependents

Columbia State Community College does not discriminate on the basis of race, color, religion, creed, ethnicity or national origin, disability, age, status as a protected veteran, genetic information, or any other class protected by Federal or State laws and regulations and by Tennessee Board of Regents policies with respect to employment, programs, and activities.

The following person has been designated to handle inquiries regarding nondiscrimination policies:

Executive Director of Human Resources
humanresources@columbiastate.edu
1665 Hampshire Pike, Columbia, TN 38401
931-540-2501