Administrative Support Specialist (People & Culture)

Southwest Tennessee Community College is a comprehensive, multicultural, public, open—access college. Southwest has four campuses/centers from which it offers over 100 programs and over 20 technical certificate programs.

We foster student success, transform lives, and increase the educational level of a growing community in Shelby County. Southwest is a Tennessee Board of Regents institution, accredited by the Commission on Colleges of the Southern Association of Colleges and Schools.

We invite you to become a part of the Southwest Team!

Title: Administrative Assistant 3 – Human Resources

Employee Classification: Other Professionals

Institution: Southwest Tennessee Community College

Department: Professional, Learning, & Organizational Development

Campus Location: SWTCC - Union Avenue Campus

Job Summary

This is a full-time, permanent, fiscal-year clerical support position that provides administrative, clerical, and operational support to the Office of Professional Development. The Administrative Assistant III performs a variety of routine to moderately complex administrative tasks in support of daily office operations, scheduling, record keeping, purchasing, communications, and customer service.

The position functions as a primary administrative contact for the office and provides support to professional staff by handling logistical coordination, documentation, and clerical processes. The role may oversee, coordinate, or check the work of student workers or temporary employees.

In addition to clerical responsibilities, the position coordinates logistics and operational support for professional development programs, ensuring smooth execution and responsive customer service. The role enables instructional designers and learning professionals to focus on facilitation, content development, and high-value work.

Job Duties

• Provides advanced administrative and clerical support to the Office of Professional Development and Learning & Organizational Development.
• Serves as the first point of contact for internal and external inquiries related to professional development programs, training initiatives, and leadership development activities.
• Greets visitors; determines the nature of business; provides information or directs individuals to the appropriate staff member.
• Coordinates calendars, schedules meetings, and manages logistics for professional development programs, leadership academies, workshops, trainings, and institutional events.
• Assists with planning and execution of large-scale events such as Summer Institute, President’s Leadership Academy sessions, onboarding programs, and supervisor development offerings.
• Manages registration processes, rosters, attendance tracking, evaluations, and training documentation.
• Prepares correspondence, reports, forms, purchase requisitions, contracts, agendas, minutes, and related materials.
• Maintains and orders office supplies, training materials, and program resources.
• Monitors and responds to routine email and phone inquiries; screens calls and routes messages appropriately.
• Coordinates travel arrangements, room reservations, catering requests, and vendor communications for training events and conferences.
• Maintains electronic and paper filing systems, training records, and program documentation.
• Assists in compiling data, reports, and materials related to professional development participation, compliance, and assessment.
• Communicates with faculty, staff, vendors, and external partners regarding scheduling, logistics, and program requirements.
• Oversees, coordinates, or checks the work of student workers or temporary employees, as assigned.
• Attends staff meetings and assists with preparation of agendas and meeting materials.
• Performs other duties as assigned in support of Professional Development and Learning & Organizational Development initiatives.

Minimum Qualifications

• High School graduate or equivalent.
  
• Two years of clerical or secretarial experience.
  
• Valid Driver License.

Preferred Qualifications

• Associate's Degree
  
• Clerical or secretarial experience in higher education
  
• Professional Administrative Certification of Excellence (PACE) certified, by the American Society of Administrative Professional (ASAP)

Knowledge, Skills, and Abilities

• Knowledge of modern office practices, procedures, and equipment.
  
• Knowledge of administrative procedures, record-keeping, and filing systems.
  
• Ability to manage multiple priorities, deadlines, and schedules with accuracy and professionalism.
  
• Ability to communicate clearly and effectively, both orally and in writing.
  
• Ability to interact professionally with faculty, staff, students, administrators, vendors, and the general public.
  
• Strong organizational and time-management skills.
  
• Ability to maintain confidentiality and exercise sound judgment and discretion.
  
• Proficiency in basic computer applications, including Microsoft Office and related administrative systems.
  
• Ability to work independently and collaboratively in a fast-paced environment.
  
• Ability to prepare accurate documents, reports, and correspondence.

Physical Demands / Working Conditions

• Ability to lift and/or move up to 50 pounds

The intent of this job description is to provide a representation of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Candidates who are called for an interview must notify Human Resources in writing at least five (5) days in advance of any reasonable accommodation needed prior to the date of the interview.

First consideration will be given to current Southwest Tennessee Community College employees who meet the minimum qualifications for the position.

In order to be considered for the position, the following items must be uploaded:

• Resume
• Cover letter
• Unofficial Transcripts

A summary of our benefits can be found below:

https://www.southwest.tn.edu/hr/benefits-overview.php

Incomplete applications will not be considered.

The TBR does not discriminate on the basis of race, color, religion, creed, ethnicity, or national origin, sex, disability, age, status as a protected veteran 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: LeVetta Hudson, Vice President of People & Culture, myhr@southwest.tn.edu, 737 Union Ave, Memphis, TN 38103, 901-333-5000. See the full non-discrimination policy.