Administrative Assistant 3

This position performs secretarial and executive support activities to assist administrators and executives involved in the development, implementation, and executive management of programs and policies for the TNPRC. The employee performs a full range of executive secretarial and related duties using considerable independent judgment in making decisions. The employee provides executive support for the Chief Operations Officer and often times for the Director’s office as well.

Performs a variety of administrative or executive support tasks that are highly confidential and sensitive. Coordinates office management activities for the Chief Operations Officer. Researches, compiles, and prepares confidential and sensitive documents and memos, and brief the Chief Operations Officer regarding content.
Reads and screens incoming correspondence and reports; makes preliminary assessment of the importance of materials and organizes documents; handles some matters personally and forwards appropriate materials to the Chief Operations Officer or other managers, faculty and staff. Receives and screens incoming calls and visitors, determines which are priority matters, and alerts the Chief Operations Officer accordingly.

Makes referrals to appropriate staff or provides requested information. Informs others of the Chief Operations Officer’s schedules and maintains schedules for the executive office. Composes letters and memoranda in response to inquiries. Acts as liaison between the Chief Operations Officer, the Director, other Associate Directors, subordinates or others, by transmitting directives, instructions, assignments and following up on the status of assignments. Produces a variety of documents, grants, charts, and graphs in final form. Updates the Chief Operations Officer on status of issues before scheduled meetings, if possible. Prepares agenda and collects materials for meetings, speeches, and conferences; takes minutes and keeps records of proceedings. Assists others in planning and coordinating arrangements for professional conferences. Reviews, proofreads, and edits documents prepared for the Chief Operations Officer’s signature. Takes and transcribes, files, and maintains records of technical and confidential matters from the Chief Operations Officer or other executives. Coordinates and facilitates the calendar to arrange appointments, meetings, and conferences. Recommends actions to be taken on office expenditures such as equipment and supply needs. Assists with the establishment, revisions and maintenance of all TNPRC procedures and policies. Compiles and maintains records, statistical information, and reports. Participates in and/or coordinates committees. Establishes and maintains various filing and records management, both electronic and paper systems. Makes travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records, and assists with reimbursements. Operates standard office equipment. Synchronizes electronic media and devices and manages file backups. Performs related work as assigned.

REQUIRED EDUCATION AND EXPERIENCE: 

•    High school diploma or equivalent 
•    3 years’ administrative office assistant experience.

•    Knowledge of standard word processing and spreadsheet preparation software required; specific knowledge and ability to use the Microsoft Office suite preferred.
•    Excellent grammar and punctuation skills.
•    Excellent oral, written, and presentation skills
•    Excellent customer service skills and the ability to interact effectively and courteously with individuals at all levels both internal and external to the organization; ability to serve as a productive member of the departmental team.
•    A strong attention to detail and solid organizational skills; the ability to prioritize tasks.
•    Ability to exercise discretion and sound judgment; and the ability to maintain confidentiality in all work performed.
•    Ability to meet established or anticipated deadlines; and the ability to work independently.

REQUIRED BACKGROUND CHECK, PHYSICAL, AND DRUG SCREENING FOR INCUMBENTS WHO HAVE CONTACT OR EXPOSURE TO ANIMALS OR ANIMAL TISSUES:
Selected candidates must complete and pass a background check and an occupational health screening as a condition of employment.  For identified jobs, a drug screening will also be required. The background investigation requires an occupational health screening, and any required drug screening will be conducted after a conditional employment offer has been extended.   

SPECIAL REQUIRED ABILITY FOR INCUMBENTS WHO HAVE CONTACT OR EXPOSURE TO ANIMALS OR ANIMAL TISSUES:
Ability to complete and pass successfully the required occupational health screening referenced in the University’s Animal Handler Health Surveillance Program on an annual basis.