Overview
Administrative Assistant Jobs in Clarksville, TN at Austin Peay State University
Title: Administrative Assistant
Company: Austin Peay State University
Location: Clarksville, TN
Description
This individual is an integral part of the Community Care & Standards team, managing case documentation, scheduling, and confidential records, while serving as a welcoming point of contact for students, staff, and faculty engaging with the department. The assistant will serve with a student-centered approach, seek continuous and integrated improvements across supported areas, collaborate with campus partners to achieve goals, and engage efforts with diplomacy and resolution-seeking.
Characteristics Of a Successful Candidate
- Strong interpersonal skills, demonstrated empathy, and professionalism when working with diverse student populations.
- Discretion in managing confidential and sensitive information.
- Ability to stay organized while handling multiple ongoing responsibilities and deadlines.
- Proficiency in case documentation, database entry, and Microsoft and web-based platforms.
- Commitment to student success and equity-centered service.
Responsibilities Include
Administrative Support
- Provide primary administrative support to the Director, including calendar management, transaction reconciliation, and meeting coordination.
- Maintain, organize, and secure confidential student conduct and care records using the Maxient case management system.
- Prepare correspondence and materials related to student conduct and case resolution (e.g., outcome letters, notifications, sanction documentation).
- Monitor department email inboxes for incoming reports and time-sensitive concerns; escalate as appropriate.
- Track completion of student sanctions and upload documentation as received. Make travel arrangements; prepare and process travel authorizations/claims.
- Coordinate and prepare department meeting materials as designated; including the preparation of agendas, minutes, presentations, and additional items as needed.
Office Support
- Manage the greeting of office visitors, schedule appointments, directing inquiries as appropriate, answering telephones and assuring requests for assistance are handled in a timely and professional manner; this includes maintaining a welcome an open space.
- Preparing documentation/files for student intake meetings.
- Process requisitions for office supplies and equipment; Process in-coming and out-going mail and email communications; sort and distribute as appropriate.
- Submit work orders through appropriate channels.
- Maintain updated office procedures manual.
- Serve as the first point of contact for visitors to the Community Care & Standards office, providing high-quality service and ensuring a welcoming environment.
- Schedule student appointments with designated staff using Microsoft Bookings or related platforms.
- Maintain an organized filing system (electronic and physical).
- Submit supply requests and maintain inventory of departmental materials, including event items and educational outreach tools.
- Assist with tabling events and educational programming related to health, wellness, and student rights and responsibilities.
- Submit supply requests and maintain inventory of departmental materials, including event items and educational outreach tools.
Case Management Support
- Assist with data entry, tagging, and follow-up reminders within Maxient to ensure timely case resolution.
- Support intake of incident reports, complaints, grievances, and appeals.
- Coordinate and update internal tracking logs for open cases, including academic misconduct, BIT, and organizational conduct.
- Communicate reminders to students and faculty/staff involved in conduct or care-related meetings.
- Ensure process documentation and templates are accurate and up to date.
Collaboration & Departmental Functions
- Liaise with Student Affairs, Academic Affairs, Housing, and Campus Police to ensure information flows appropriately and confidentially.
- Maintain familiarity with APSU policies, including the Student Code of Conduct, FERPA, Title IX, and related laws.
- Participate in staff meetings, retreats, and professional development sessions.
- Assist with compiling data and reports for compliance, institutional research, and grant-related purposes.
Department and Division
- Maintain open communications with the Director for Community Care & Standards and department staff to share information and engage in issue-spotting.
- Establish, foster and maintain successful relationships with others.
- Participate in related professional organizations for continuing development.
- Other duties as assigned.
Required Skills And Qualifications
- High school graduate or equivalent, and a minimum of one (1) year of related experience as a full-time professional.
- Knowledge of best practices with providing administrative support, leading special projects, and event coordination.
- Efficiency with Microsoft Office Suite such as outlook, word, PowerPoint, and excel.
- Skills that exemplify collaboration, communication, action and advocacy.
- Advanced oral and written communication skills.
- Ability to administer multiple deadlines and tasks.
- Demonstrated ability to analyze and assess data.
Preferred Skills And Qualifications
Complementing the required skills and qualifications:
- Bachelors degree, and at least 2 years of related experience as a full-time professional assistant or projects coordinator.
- Excellent writing skills.
- Experience with leading special events and projects.
