Executive Aide of Public Safety

Job Title: Executive Aide of Public Safety

Institution: Walters State Community College - Morristown Campus (Employees are assigned to a “home” location but may occasionally or regularly be required to work at other WSCC locations.)

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.