| Position Summary |
The Administrative Assistant 3 works under general supervision of the Assistant Provost and University Registrar. This position has primary responsibility for providing administrative support for the Assistant Provost.
Austin Peay State University is a four-year public, doctoral-level university, with six colleges and four Chairs of Excellence. The University has an enrollment of over 9,000 students and is located in Clarksville, Tennessee, a community of an estimated 166,000 people located approximately 40 miles northwest of Nashville, TN.
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| Primary Duties and Responsibilities |
- Provide administrative support for the Assistant Provost and University Registrar.
- Receive telephone calls and assure that requests for assistance are handled in a timely and professional manner.
- Prepare meeting agendas; take minutes and process for distribution.
- Serve as office manager for the Office of the Registrar. Assure that policies and procedures for the reporting units are in line with APSU policies and procedures.
- Coordinate data collection and analyze data appropriately.
- Prepare related technical reports for the University community.
- Submit technical retention data reports to the Consortium of Student Retention Data Exchange.
- Assist the Assistant Provost in maintaining contact with departmental faculty and staff to facilitate academic enhancement initiatives and services for APSU students.
- Maintain an accurate filing system (electronic and paper) so that information is readily available.
- Maintain supplies inventory for the department.
- Supervise and effectively organize student employees assigned to the Assistant Provost’s office. -Maintain records related to department budget, contracts, and administrative processes to ensure accuracy and compliance.
- Maintain personnel records including payroll, attendance, leave and travel forms, etc. for staff, graduate assistants and student employees.
- Demonstrate an attitude and behavior that reflects the values and mission of the University, and maintains a good understanding of the value of customer service and stewardship to all constituencies.
- Process all incoming and outgoing mail; sort and distribute as appropriate.
- Participate in training that supports university-mandated changes.
- Manage travel arrangements required by the office.
- Arrange Grad Finale event on campus.
- Perform other job-related duties as assigned.
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| Knowledge, Skills, and Abilities |
- Ability to maintain a professional office environment and manage office tasks in a professional manner.
- Ability to communicate effectively using correct grammar, tact and diplomacy to create a positive image for a high-visibility office.
- Ability to work effectively in a high-stress, high-visibility position without showing frustration.
- Ability to accomplish job-related tasks without direct supervision.
- Ability to properly maintain budgetary accounting records.
- Ability to interpret statistical reports and process information appropriately.
- Ability to demonstrate sound judgment in working with people and in decision-making.
- Ability to efficiently operate a personal computer and associated software (Outlook, Word, Excel, etc.)
- Ability to maintain confidentiality of records and information.
- Ability to interact in an effective and appropriate manner with diverse populations, the University community and the public.
- Ability to maintain files accurately, in paper and in software programs.
- Ability to handle multiple tasks simultaneously.
- Ability to effectively supervise personnel and complete all associated personnel actions in a timely and accurate manner.
- Ability to accurately prepare and process records, requisitions, and technical reports related to all academic support initiatives.
- Ability to understand and process technical data from multiple sources.
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| Physical Requirements |
- Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
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| Required Minimum Qualifications |
- High school graduate or equivalent.
- A minimum of two (2) years of previous office experience.
- Strong oral and written communication skills.
- Computer literacy to include demonstrated ability to create, edit and store documents electronically, create spreadsheets and maintain databases.
- A background check will be required of the successful applicant.
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