Executive Aide of Public Safety

Hiring Salary Range: $37,111 - $44,535

Job Purpose: The purpose of this position is to organize and manage administrative duties as an Administrative Assistant to the Dean of Public Safety and assist Public Safety faculty/staff. Provide student support, coordinate scheduling of appointments and meetings, and maintain document control for students, faculty, and accreditation processes.

Essential Job Functions:

• Provides administrative services, greets visitors, disseminates information, and provides timely, courteous, and knowledgeable response to information requests. Maintains confidentiality in all situations. Screens and transfers calls, prepares official school correspondence and interoffice communications, communicates messages, maintains electronic filing services, and handles distribution of daily mail including ground and overnight shipping of equipment and documents.
• Assists in processing leave and travel requests, travel claims, employee interview forms, compensatory time sheets, facilities-use forms, requests for college vehicles. Schedules interviews and meetings, prepares minutes for meetings. Manages appointment schedules for the Dean and the Public Safety Division program directors and department heads. Coordinates PSC facilities for professional meetings and other external public safety agencies through the EMS scheduling system.
• Maintains and edits program web pages and syllabi for all public safety programs. Prepares routine correspondence and reports utilizing work processing, excel, Argos, and other computer-generated reports. Processes electronic departmental purchase orders; maintains and orders supplies and educational materials as needed. Maintains programmatic and divisional reports. Coordinates curriculum modification forms and reporting for division.
• Processes adjunct faculty and temporary faculty applications and maintain faculty database for office and accreditation purposes. Processes adjunct faculty and temporary faculty contracts for Public Safety Programs. Processes adjunct faculty and temporary faculty payroll for Public Safety Programs. Collects, processes, and maintains all employment forms and files for adjunct faculty and temporary hourly faculty for the division.
• Following TBR accessibility standards. Coordinates and facilitates Public Safety program interviews and meetings with advisory board committees and prospective students. Coordinates and facilitates Paramedic program and Regional Law Enforcement Training Academy graduations. Creates and sustains student's files compliant with accrediting bodies, State of Tennessee and clinical affiliate's standards. Prepares and maintains programmatic admission applications for the Public Safety Division following TBR accessibility standards. Coordinates student recruitment activities with area facilities.
• Maintains Committee on Accreditation of Educational Programs for the Public Safety Division programs and other forms for accreditation, licensure or certification. Provides multi-level filing system compliant with all above mentioned accrediting bodies. Monitors and maintains instructor and training records for WSCC.
• May perform other duties as assigned.

Required Qualifications:

• An Associate's degree in Business or a highly related field
• Two to four years of career experience in a related position
• Excellent organizational, written communication, and multi-tasking skills
• Proficiency in Microsoft Office and Adobe Acrobat Pro
• Knowledge of college policies and procedures
• Ability to use mobile devices, printers, scanners, and fax machines

Preferred Qualifications:

• Experience with Banner or similar ERP system
• Experience with Jaggaer or similar procurement system
• Administrative experience in public safety related field.
• Experience in accounts receivable, accounts payable, purchasing, office management, human resources, or accounting
• Certified Administrative Professional Certification

Behavioral Core Competencies:

• Works effectively as team member to achieve goals and objectives.
• Shares information readily with others and listens effectively, showing openness to new ideas
• Displays a high degree of personal effectiveness; pursues objectives with consistent determination. Willing and prepared to accept personal responsibility for actions, both positive and negative.
• Respects the College's rich heritage and historical achievements by embracing important changes that advance the College's mission while honoring the past.
• Exercises discretion and forethought in the efficient utilization of organizational resources, showing respect for the organization's generous benefactors and supporters.

Leadership & Supervisory:

• This position may oversee students or temporary workers.
• Most tasks completed by an employee in this position are completed without consulting others. Resources, guidelines, and supervisor consultation are available when needed. Work is evaluated largely for progress towards completion of objectives. Work may affect a single department or program.

Environment & Working Conditions: Office environment is temperature controlled with occasional fluctuations, well lit, and free from loud noises and unnecessary interruptions. If asthmatic, complications may occur.

Physical Demands (including requirements for travel or working nights/weekends/holidays):

• Large amounts of time spent looking at computer monitors could lead to some eye strain, stress, or headache issues.
• Repetitive stress injuries could occur.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties of this job.

REQ# 504064