"Executive Operations Specialist"

EXECUTIVE OPERATIONS SPECIALIST

Number of Openings: 1

Institution: Cleveland State Community College

Department: Infrastructure, Information & Operations

Reports to: VP for Infrastructure, Information & Operations

Campus Location: Cleveland, Tennessee

Salary Range: $42,809-$51,371

Position Status: Non-Exempt / Full-Time

Moving Allowance: N/A

Cleveland State Community College is a comprehensive, two-year post-secondary institution, located in Cleveland, Tennessee. Cleveland State is committed to providing open access and quality education to all students. A Tennessee Board of Regents institution, Cleveland State is accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC). At Cleveland State, our mission is to build strong minds, careers and communities through exceptional teaching and learning, workforce development and service. We wish to hire individuals with similar values who can help us accomplish those goals.

JOB SUMMARY

The Executive Operations Specialist supports the Vice President for Infrastructure, Information, and Operations by managing calendars, communications, and daily office operations in addition to coordinating capital projects. The role also provides key administrative support to Human Resources and helps ensure efficient, organized, and timely workflow across the IIO (Infrastructure, Information, and Operations) division and the campus community.

MINIMUM REQUIREMENTS / QUALIFICATIONS

• Associate’s degree from a regionally accredited institution.
• Minimum of two years of office management experience. Experience should be relevant to tasks such as budget coordination, meeting and tasks scheduling, document management, and general administrative operations.
• Proficiency in Microsoft Office applications, including Word and Excel.

ESSENTIAL JOB FUNCTIONS

EXECUTIVE ADMINISTRATION SUPPORT TO VICE PRESIDENT AND THE IIO DEPARTMENT (45%)

• Manages the Vice President’s calendar, meeting logistics, and department budget.
• Prepares agendas, presentations, and reports.
• Coordinates travel and procurement for department
• Ensures timely communication with internal and external stakeholders.
• Serves as the primary point of contact for the division and maintains office records, files, and confidential materials.

PROJECT COORDINATION AND TRACKING (35%)

• Coordinates and tracks capital and maintenance projects from initiation through completion.
• Develops timelines, monitors deliverables, and assists in preparing status reports and presentations.
• Works with departments, vendors, and external partners to maintain progress toward established goals.
• Identifies scheduling conflicts or barriers and provides timely updates to leadership.

HUMAN RESOURCES ADMINISTRATIVE SUPPORT (15%)

• Assist with onboarding process such as new hire documentation; i-9 verifications, obtaining transcripts, etc.
• Assist with managing personnel files; scanning documents into Banner.
• Assist Human Resource Specialist with recruitment-related tasks.
• Notarize documents.
• Customer Service.

NON-ESSENTIAL FUNCTIONS (5%)

• Provides support to the IIO and HR divisions and the campus by assisting with special projects, campus events, and general administrative tasks that help maintain smooth daily operations.
• The appointee may be required to achieve additional skills, knowledge, or credential levels currently required or which in the future may be required by the Tennessee Board of Regents and the Southern Association of Colleges and Schools Commission of Colleges.
• Other duties as assigned.

KNOWLEDGE, SKILLS AND RESPONSIBILITIES

• Strong oral and written communication skills.
• Knowledge of office management practices, administrative procedures, and professional communication standards.
• Understanding of project coordination principles, timelines, and basic tracking methods.
• Knowledge of human resources processes related to onboarding, documentation, recruitment support, and personnel file management.
• Familiarity with budget monitoring, purchasing procedures, and basic financial documentation.
• Ability to work independently with minimal direct supervision.
• Effective multi-tasking and time management skills.
• Ability to build partnerships and work collaboratively with Cleveland State employees and community members.
• Proficiency in computer skills including but not limited to Word, Excel, & PowerPoint.
• Ability to both prepare and present information to small and large groups of individuals.

WORK ACTIVITIES & EQUIPMENT

Work activities routinely involve work with personal computers and peripheral devices. Photocopy and other office machines are frequently used

JOB LOCATION

This position is an on-site role located in the Office of the Vice President for Infrastructure, Information, and Operations on the main campus of Cleveland State Community College in Cleveland, Tennessee. Travel may be required within the college’s 5-county service area including travel to attend state meetings, etc.

Applicants may be subject to a background check and credit check.

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

• Insurance: Health, Dental, Vision, Life, Disability (long and short term), FSA/HAS
• Wellness Incentive Program (if enrolled in health)
• Educational Assistance: Fee Waiver, Spouse/Dependent Discounts, Tuition Reimbursement
• Employee Assistance Program
• Longevity Pay
• Retirement Options: State of TN Pension (TCRS), 401a, 401k with $50 match, 403b, and 457
• Fourteen (14) Paid Holidays/Year
• Sick and Annual Leave
• Sick Leave Bank
• State Employee Discount Program with over 900 merchants