Administrative Secretary

The Administrative Secretary provides high-level secretarial and administrative support to the Vice President for Partnerships, Workforce, and Southern Campuses. This role serves as the primary point of contact for the Vice President, ensuring the efficient and effective operation of the office. The secretary plays a key role in coordinating communications, managing schedules, and supporting departmental initiatives to advance institutional goals.

Essential Functions:

1. Provide general secretarial and administrative support to the Vice President for Partnerships, Workforce and Southern Campuses.
2. Maintain appointment calendar, office files, and records.
3. Performs routine clerical duties such as preparing travel claims, purchase orders, work orders, duplicating, filing, etc.
4. Serve as receptionist and manages the Executive office of the Vice President.
5. Coordinates the development and word processing of the department files, policies and procedures.
6. Assists with the development and communication of department activities.
7. Maintain supplies inventory.
8. Works with other departments, extended campuses and TBR institutions in support of campus work.
9. Collect information and documents relevant to department functions.
10. Assists with special projects and functions as assigned.
11. Establishes and maintains files, processes forms, maintains logs, etc.
12. Maintains appointment calendars, office files, records and supply inventory.
13. Researches data as needed and assists with preparing presentations for the Vice President.
14. Handles delicate issues, highly sensitive and confidential information respectfully, and maintains an office environment that assures confidentiality.
15. Maintains and prepares requisitions for office equipment and supplies.

Supplemental Functions:

1. Assist with college functions as needed.
2. Perform other duties as assigned.

Job Specifications:

Education, Training and Experience Required:

High School Degree and five years administrative secretarial experience

or.

Associate degree in secretarial science, office administration or other related field and three years administrative secretary experience.

Knowledge, Skills, Abilities, and Work Characteristics:

1. Ability to communicate effectively in written and spoken English.
2. Ability to relate to diverse individuals including both internal and externa constituents.
3. Proficiency in the use of Microsoft Office, Outlook and Excel.
4. Proficiency in the use of PowerPoint (or other presentation software such as Canva).
5. Understanding of Artificial Intelligence and its use in assisting with office tasks.
6. Excellent organizational and office management skills including ability to prioritize tasks.
7. Good interpersonal skills including tact and diplomacy fitting for service in an Executive level office.
8. Knowledge of college programs, policies, and procedures.
9. Ability to communicate effectively and in a timely manner.

Working Conditions:

1. Normal sitting, walking, standing (for filing), lifting, reaching, bending for office environment.
2. Near continuous use of computer during document preparation times.
3. Ability to work adjusted hours as needed.

Hiring Salary Range: $35,190- $42,230

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 increasing access and enhancing diversity at all five of our campuses. Columbia State is a member of the Tennessee Board of Regents. Columbia State is known for excellence both inside and outside the classroom.

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