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Administrative Assistant IV

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Tennessee Board of Regents (TBR)

15d ago

  • Job
    Full-time
    Mid Level
  • People, HR & Administration
  • Knoxville

AI generated summary

  • You need an associate's degree, 3+ years admin experience (HR preferred), strong communication and organizational skills, proficiency in office and HR software, attention to detail, and confidentiality.
  • You will manage HR office operations, support recruitment and onboarding, handle inquiries, maintain documentation, ensure policy compliance, and assist with employee programs and events.

Requirements

  • Job Requirements
  • Associate’s degree required. Bachelor’s degree preferred.
  • A minimum of 3 years administrative experience. A background in Human Resources is preferred.
  • Understanding of basic HR principles, policies, and procedures
  • Skill in providing excellent service to internal and external clients
  • Strong organizational, time management, and multitasking skills
  • Excellent verbal and written communication abilities
  • Familiarity with office and HR software (e.g., Microsoft Office Suite, HRIS systems), and other relevant digital tools
  • Attention to detail and accuracy in documentation
  • Ability to maintain confidentiality and handle sensitive information
  • A proactive and positive attitude toward problem-solving and teamwork
  • Flexibility to handle changing priorities and new tasks as they arise
  • Able to engage in the college’s mission and values

Responsibilities

  • Oversee day-to-day operations of the HR office, ensuring that administrative processes run smoothly and efficiently. This includes managing office supplies and equipment, general office organization; handling purchasing for the HR department and assisting in monitoring HR department expenditures; maintaining inventory of HR forms and materials; mail and package handling such as sorting and distributing incoming mail, preparing outgoing mail packages, managing courier services as needs; coordinating with facilities management for any office maintenance needs, etc.
  • Assists with HR staffing needs by coordinating job postings and recruitment efforts, scheduling interviews as needed and liaising with candidates; preparing onboarding materials and assisting with the facilitation of the onboarding process for new hires; maintaining accurate employee records and databases; maintaining calendar for executive director and the department such as scheduling meetings, interviews, appointments, etc.; coordinating room reservations for HR events; arranging refreshments for HR events as necessary; assisting with the preparation of materials for training sessions or orientations; supporting the organization of HR events or employee programs.
  • Serve as a point of contact for internal and external inquiries related to HR functions by greeting visitors to the HR department, directing visitors to appropriate staff members, answering phone calls and emails, drafting and sending correspondence, and routing inquiries to appropriate HR team members. Communicate effectively with employees, candidates, and other stakeholders to provide information and support.
  • Prepare and maintain HR documentation, including reports, presentations, and employee files. Ensure that all records are kept up-to-date, confidential, and compliant with board and college policies and regulations.
  • Prepare and manage documentation related to the onboarding process; handle exit documentation for departing employees.
  • Monitor and manage programs involving volunteers and minors on campus, ensuring compliance with relevant policies and regulations.
  • Administer the Public Service Loan Form (PSLF) program.
  • Verification of Employment (VOE).
  • Maintain and update HR policies and procedures. Ensure that these documents are easily accessible to employees and regularly updated to reflect any changes.
  • Work closely with HR team members to support various HR initiatives and projects. Chair the employee recognition committee in collaboration with the executive director, HR and the executive director, Foundation. Actively participate in the support staff committee. Supervise department student employees and/or interns. Other duties as assigned.

FAQs

What is the pay range for the Administrative Assistant IV position?

The pay rate for the Administrative Assistant IV position is $36,270 - $44,390.00 per year, with pay determined based on related work experience.

What educational qualifications are required for this role?

An Associate's degree is required, while a Bachelor's degree is preferred for the Administrative Assistant IV position.

How many years of experience are required for this position?

A minimum of 3 years of administrative experience is required, with a background in Human Resources preferred.

What documents need to be uploaded at the time of application?

Applicants need to upload a resume, transcripts, and three professional references at the time of application.

Who can serve as professional references for this position?

For non-supervisory roles, three (3) current or former supervisors are required as professional references; personal references such as friends, co-workers, or family are not accepted.

What are the key functions of the Administrative Assistant IV role?

Key functions include office management, staffing support, communication, documentation and reporting, and collaboration with HR team members.

Is this position full-time or part-time?

The Administrative Assistant IV position is a full-time appointment.

What software skills are necessary for this job?

Familiarity with office and HR software, such as Microsoft Office Suite and HRIS systems, is necessary for this position.

What kind of benefits does this position offer?

Benefits include health, dental, vision, life insurance, educational assistance, paid holidays, sick leave, retirement options, and professional development opportunities.

What are the primary physical demands of this role?

The primary physical demands include sitting for long periods, typing, data entry, and occasional lifting of light objects, typically up to 10 lbs.

Is there any budgetary authority in this position?

The Administrative Assistant IV does not have significant budgetary authority; major financial decisions are made by the executive director.

What are the working hours for this position?

The exact working hours are not specified, but the position is full-time, typically requiring standard office hours.

What is the process for applying for this position?

Interested applicants must create an online application, ensuring that all relevant work experience is listed as it will be evaluated for compensation.

How does this position contribute to the HR department?

This role provides essential administrative support, facilitating effective communication, organization, and coordination within the HR team and across the college.

Are there any specific skills required for this role?

Important skills include strong organizational and time management abilities, excellent verbal and written communication, attention to detail, and a proactive attitude towards problem-solving.

Tennessee Board of Regents (TBR)

Start your career at Tennessee's community and technical colleges

Education
Industry
51-200
Employees
1972
Founded Year

Mission & Purpose

The College System of Tennessee system consists of 37 institutions with a combined annual enrollment of over 120,000 students, ranking it the largest system of public higher education in Tennessee. The System's 13 community colleges, 24 colleges of applied technology, and its TN eCampus online education portal offer classes in all of Tennessee's 95 counties.