Department Assistant
Pellissippi State Community College
Knoxville, TN
Full-time
Administration / Clerical
Posted on August 31, 2023
Title: Department Assistant (Temporary Part-Time)
Department: Liberal Arts
Campus: Hardin Valley Campus
Closing Date: Open Until Filled
Type of Appointment: Temporary Part-Time
Pay Rate: $16.57/Hr
*If you are a PSCC Student and eligible for the Student Employment Program, you will be paid on experience and the rates are $13.00 (no experience), $14.00 (6 months experience) and $15.00 (9 months experience)*.
Work Hours: 32 hours per week
Position Summary: The overall purpose of this position is to represent the department and to serve as a primary interface with its internal and external stakeholders. This position provides direct support to the department dean, chairs (2), program coordinators (5), full-time faculty (ca. 38-40), adjunct faculty (ca. 50-60), staff, and students at all campuses.
Duties and Responsibilities:
30% Serves as the first contact for the dean and department in face-to-face, phone, and the website contact while assimilating and assisting in gathering various information to perform both administrative and general information to complete complex duties (reports, tables, projects and contracts). These reports and projects include course and faculty member information, Faculty and Load Compensation reports, tables and other documents, release time reports, workload reports, accreditation documents, Faculty Qualification Analyses, English Proficiency documents, volume orders, full-time and adjunct faculty directories, substitute teacher directories, e-mail directories, full-time and adjunct faculty schedules, textbook and software orders, etc.
30% Staff department office: Respond to inquiries from both internal and external stakeholders. Internally, faculty questions frequently pertain to departmental due dates, events, or college policies and procedures regarding leave, travel, etc.). Students generally seek information about faculty office hours, supervisor information, and submitting complaints. External inquiries range from basic information about departmental events to specific questions about curriculum (e.g. course offerings, course prerequisites, course transferability, course sequencing, required course textbooks, software, etc). Greet and handle visitors. Ascertain nature of visitors' needs; provide appropriate and accurate information or assistance, or direct visitors to proper person or resource. Schedule conference rooms and other areas through R25 reservation system for meetings and interviews, and keep track of other area's scheduled daily events. Catering arrangements may also be required. Faculty, adjunct, and temporary FLAC (pay) contracts are produced at least three times throughout the school calendar.
20% Coordinate information and generate accurate adjunct, dual service, overload, and substitution contracts, secure required signatures, route documents, and maintain record of contracts, notebooks of processed contract copies, and PDF files of processed contract copies. Explain and guide new adjuncts with HR and departmental paperwork. Compile all HR paperwork and send to HR for new employee processing. Enter teacher assignments in Banner, adjust section enrollment caps, find student transcripts in Banner BDMS, etc., and run Argos reports. Collect and
maintain Faculty and adjunct schedules and syllabi.
10% Schedule conference rooms and other areas through R25 reservation system for meetings and interviews and keep track of other areas' scheduled events daily. Arrange, schedule and create documents for any programs events (Debate Contests, History Month Events).
4% Use Outlook email to keep faculty informed of critical information and due dates and to send out email polls and collect votes of departmental faculty members and announce results Compose routine letters and memoranda and type and edit correspondence, reports, and other documents. Review and screen applicant tracking to determine which prospective adjuncts have the proper qualifications for teaching and report qualified applicants to program coordinators. Contact, correspond, and schedule interview appointments for new faculty hires and handle any internal hiring candidates and documentation involved for prospective new full-time candidates and documentation involved for prospective new-full-time instructors.
2% Prepare forms, secure signatures, forward to payroll, and make any necessary corrections to faculty leave records. Answer website generated questions and concerns via email or phone.
2% Inventory office and classroom supplies and equipment, establish needs, and place orders through Pellibiz purchasing systems. Distribute office and classroom supplies to faculty at all five campuses as needed. Organize, maintain, and restock supply cabinet and walk-in storage closet. Put in service requests for set-ups and repairs.
1% Compose routine letters, memoranda, and type and edit correspondence, reports, and other documents.
1% Assist in collecting, distributing mail, revise, and maintain mailboxes each semester, and monitor assigned departmental mailrooms for paper, toner, and maintenance needs.
Note: The College reserves the right to change or reassign job duties, or combine positions at any time.
Required Qualifications:
High school diploma; associate/certificate in business related area or CAP; prior understanding of college, TBR, or other academic environment; 5 years prior administrative work with academic knowledge; prior understanding of the College would be helpful; Three to five years in an academic/office administrative environment; classroom or on- the- job trainings in Word, Excel, Outlook; demonstrate a record of flexibility and performance
(Part-time work experience is calculated at 50% credit of full-time work experience)
Special Instructions to Applicants: To be considered for a position at Pellissippi State, you must create an on-line application. Your skills, abilities, qualifications, and years of experience will be evaluated using only what is recorded on your application. Please note: attaching a resume does not substitute for completion of the application form. Part-time work experience is calculated at 50% of full-time experience. Please note: to scan, upload, or attach documents, a computer and scanner are available at the Hardin Valley Campus Educational Resources Center, if needed.
Pellissippi State Community College is an EEO/AA/Title VI/Title IX/Section 504/ADA employer
If you have any problems or questions please contact Pellissippi State Community College's Human Resource Office at 865-694-6607 or by email at recruiting@pstcc.edu.
If you are interested in this position, click on the link to the top left to apply.
#mrp
Department: Liberal Arts
Campus: Hardin Valley Campus
Closing Date: Open Until Filled
Type of Appointment: Temporary Part-Time
Pay Rate: $16.57/Hr
*If you are a PSCC Student and eligible for the Student Employment Program, you will be paid on experience and the rates are $13.00 (no experience), $14.00 (6 months experience) and $15.00 (9 months experience)*.
Work Hours: 32 hours per week
Position Summary: The overall purpose of this position is to represent the department and to serve as a primary interface with its internal and external stakeholders. This position provides direct support to the department dean, chairs (2), program coordinators (5), full-time faculty (ca. 38-40), adjunct faculty (ca. 50-60), staff, and students at all campuses.
Duties and Responsibilities:
30% Serves as the first contact for the dean and department in face-to-face, phone, and the website contact while assimilating and assisting in gathering various information to perform both administrative and general information to complete complex duties (reports, tables, projects and contracts). These reports and projects include course and faculty member information, Faculty and Load Compensation reports, tables and other documents, release time reports, workload reports, accreditation documents, Faculty Qualification Analyses, English Proficiency documents, volume orders, full-time and adjunct faculty directories, substitute teacher directories, e-mail directories, full-time and adjunct faculty schedules, textbook and software orders, etc.
30% Staff department office: Respond to inquiries from both internal and external stakeholders. Internally, faculty questions frequently pertain to departmental due dates, events, or college policies and procedures regarding leave, travel, etc.). Students generally seek information about faculty office hours, supervisor information, and submitting complaints. External inquiries range from basic information about departmental events to specific questions about curriculum (e.g. course offerings, course prerequisites, course transferability, course sequencing, required course textbooks, software, etc). Greet and handle visitors. Ascertain nature of visitors' needs; provide appropriate and accurate information or assistance, or direct visitors to proper person or resource. Schedule conference rooms and other areas through R25 reservation system for meetings and interviews, and keep track of other area's scheduled daily events. Catering arrangements may also be required. Faculty, adjunct, and temporary FLAC (pay) contracts are produced at least three times throughout the school calendar.
20% Coordinate information and generate accurate adjunct, dual service, overload, and substitution contracts, secure required signatures, route documents, and maintain record of contracts, notebooks of processed contract copies, and PDF files of processed contract copies. Explain and guide new adjuncts with HR and departmental paperwork. Compile all HR paperwork and send to HR for new employee processing. Enter teacher assignments in Banner, adjust section enrollment caps, find student transcripts in Banner BDMS, etc., and run Argos reports. Collect and
maintain Faculty and adjunct schedules and syllabi.
10% Schedule conference rooms and other areas through R25 reservation system for meetings and interviews and keep track of other areas' scheduled events daily. Arrange, schedule and create documents for any programs events (Debate Contests, History Month Events).
4% Use Outlook email to keep faculty informed of critical information and due dates and to send out email polls and collect votes of departmental faculty members and announce results Compose routine letters and memoranda and type and edit correspondence, reports, and other documents. Review and screen applicant tracking to determine which prospective adjuncts have the proper qualifications for teaching and report qualified applicants to program coordinators. Contact, correspond, and schedule interview appointments for new faculty hires and handle any internal hiring candidates and documentation involved for prospective new full-time candidates and documentation involved for prospective new-full-time instructors.
2% Prepare forms, secure signatures, forward to payroll, and make any necessary corrections to faculty leave records. Answer website generated questions and concerns via email or phone.
2% Inventory office and classroom supplies and equipment, establish needs, and place orders through Pellibiz purchasing systems. Distribute office and classroom supplies to faculty at all five campuses as needed. Organize, maintain, and restock supply cabinet and walk-in storage closet. Put in service requests for set-ups and repairs.
1% Compose routine letters, memoranda, and type and edit correspondence, reports, and other documents.
1% Assist in collecting, distributing mail, revise, and maintain mailboxes each semester, and monitor assigned departmental mailrooms for paper, toner, and maintenance needs.
Note: The College reserves the right to change or reassign job duties, or combine positions at any time.
Required Qualifications:
High school diploma; associate/certificate in business related area or CAP; prior understanding of college, TBR, or other academic environment; 5 years prior administrative work with academic knowledge; prior understanding of the College would be helpful; Three to five years in an academic/office administrative environment; classroom or on- the- job trainings in Word, Excel, Outlook; demonstrate a record of flexibility and performance
(Part-time work experience is calculated at 50% credit of full-time work experience)
Special Instructions to Applicants: To be considered for a position at Pellissippi State, you must create an on-line application. Your skills, abilities, qualifications, and years of experience will be evaluated using only what is recorded on your application. Please note: attaching a resume does not substitute for completion of the application form. Part-time work experience is calculated at 50% of full-time experience. Please note: to scan, upload, or attach documents, a computer and scanner are available at the Hardin Valley Campus Educational Resources Center, if needed.
Pellissippi State Community College is an EEO/AA/Title VI/Title IX/Section 504/ADA employer
If you have any problems or questions please contact Pellissippi State Community College's Human Resource Office at 865-694-6607 or by email at recruiting@pstcc.edu.
If you are interested in this position, click on the link to the top left to apply.
#mrp
