Administrative Services Coordinator II

Description of Job Duty

The Administrative Associate is a key member of the Whitson-Hester School of Nursing team, providing administrative support that contributes to the school's daily success. This position supports the Student Success Center, faculty, staff, and students. This position also manages room scheduling requests, supports WHSON special events, and coordinates with campus partners to maintain an organized, welcoming, and efficient environment.

Tennessee Tech is an Equal Opportunity/Affirmative Action employer.

Essential Functions

Reception – Student Success Center

• Welcome guests and manage reception desk.
• Answer phone calls, distribute mail, and answer walk-in questions from on and off campus students/potential students, faculty, staff, etc.
• Assist in the flow and direction of departmental tours to the appropriate advisor.
• Assist advisors of the Student Success Center in daily office functions.
• Update front office display board, dispose of expired flyers, monitor the content.

Maintain Classrooms & Room Reservations

• Create weekly room schedules and post on doors
• Maintain classrooms: desks/seat counts, supplies
• In Coursedog, reserve, approve, monitor, and communicate logistical arrangements including Bell Hall building expectations for Coursedog for events, academic courses, permits, meetings, and student organizations.
• Communicate frequently via phone, email and in-person, with University Police, Student Affairs, HES, IT support, faculty/staff as required about their reservation.

Supervisor of Student Workers in the Student Success Center

• Manage student worker assignments and daily tasks.
• Create/monitor schedules, monitor hours, submit timesheets, and supervise work study students.
• Submit timesheets biweekly to HR payroll (FWS only).
• Submit timesheets at the end of the semester for Scholarship (UAS) student workers to show hours for term completion.

Purchasing Supplies for WHSON

• Monitor faculty and staff supply inventory in Room 205, communicate supply needs to faculty and staff via email, and purchase approved items using the department Pro card.
• Purchase supplies as needed for WHSON events.
• Purchase faculty textbooks.

Administrative for WHSON

• Keeps workroom, student lounge, and classrooms tidy.
• Assists with unlocking/locking classroom doors for students/faculty.
• Support Curriculum and Workload by entering online and clinical undergraduate courses and graduate courses in Coursedog.
• Contact textbook suppliers to get desk copies for faculty. Also communicate with the bookstore to help facilitate AIP entries each semester for course textbook materials.
• Record, transcribe, type, and distribute minutes for assigned committees.
• Submits internal and external work orders.
• Main department contact to communicate with Campus Police, HES, IT support, and other campus departments for WHSoN needs and requests in a timely manner.
• Supports WHSON special events throughout the year.

Other Duties as Assigned

• Support faculty by proctoring student tests if needed.
• Provide any administrative and operational support as needed.

Physical Demands

Those typical of an office environment.

Work Hours

Typical hours are Monday - Friday, 8am - 4:30pm with occasional before or after-hours events.

Special Instructions

Applicants will be required to electronically upload a cover letter addressing how the applicant’s skills and abilities meet the qualifications for the position, resume, and complete contact information for three professional references. References will be contacted at a later date. Submission of materials is the applicant’s responsibility. Applications without all required materials are incomplete and will not be considered.

Salary

Level S2, Grade 6.

Benefits Information

Tennessee Tech offers a competitive benefits package. Benefits include the initial accumulation of one vacation day per month, one sick leave day per month, and thirteen (13) University holidays. Other benefits include medical and life insurance (shared cost with the university), retirement, optional 401k, and educational benefits.

Minimum Qualifications

High school diploma (or GED) with two years of related professional experience or an associate's degree (60 credit hours) from an accredited institution.

Preferred Qualifications

Bachelor's degree from an accredited institution in business administration or a related field.