Administrative Services Assistant

Job Summary: Join our dynamic team as an Administrative Assistant for Training and provide comprehensive administrative and operational support for the Corrections Institute's training operations and East Tennessee Training Facility located in Clinton, Tennessee. This individual serves as a primary administrative point of contact for staff, students, training participants, instructors, and visitors while coordinating a wide range of training, records, technology, facility, and customer-service functions.

Job Title: Administrative Assistant – Training
Job Location: Clinton, Tennessee, 37716 (Hybrid, this position offers a mix of remote work and on-site responsibilities. The incumbent will be expected to work on-site a minimum of three days a week)
Job Duration: 7 Months, Long term
 
Job Summary:

• Join our dynamic team as an Administrative Assistant for Training and provide comprehensive administrative and operational support for the Corrections Institute's training operations and East Tennessee Training Facility located in Clinton, Tennessee.
• This individual serves as a primary administrative point of contact for staff, students, training participants, instructors, and visitors while coordinating a wide range of training, records, technology, facility, and customer-service functions.

Job Responsibilities:

• Provide comprehensive administrative and operational support for TCI's training programs, personnel, and facilities to ensure efficient daily operations.
• Serve as a primary point of contact for students, instructors, agency personnel, vendors, and visitors by managing telephone calls, inquiries, facility check-ins, and customer service needs.
• Manage student enrollment, registration, course creation, class scheduling, and training records within ACADIS, including system administration, data entry, and user account assistance.
• Coordinate training schedules, class rosters, attendance documentation, completion records, and other administrative requirements associated with training delivery.
• Provide administrative and logistical support for training courses, including classroom preparation, instructional materials, technology setup, instructor assistance, and student accommodation.
• Prepare, distribute, and maintain correspondence, memorandums, training announcements, certificates, reports, spreadsheets, purchase orders, and other administrative documents.
• Maintain accurate electronic records, databases, and filing systems utilizing ACADIS, Microsoft Office applications, SharePoint, Adobe, and organizational network drives.
• Provide technical assistance and troubleshooting for training systems, classroom technology, audiovisual equipment, office equipment, and other electronic platforms.
• Coordinate facility and resource management activities, including supply inventories, purchasing requests, equipment readiness, building maintenance requests, and general facility operations.
• Manage competing administrative priorities, maintain confidentiality and accurate records, coordinate with internal and external stakeholders, and perform additional duties and special projects as assigned.

Qualifications:

• Proven experience in customer service and administrative support.
• Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Excellent organizational and time management skills to meet strict deadlines.
• Superior communication and interpersonal skills to effectively collaborate with internal and external stakeholders.
• Previous experience working in an administrative services role in a training environment is highly advantageous

Skills Matrix:

• Administrative Assistant, Proficient (4-6 Years) Required
• Correspondence - Email, Proficient (4-6 Years) Required                                                           
• Correspondence - General, Proficient (4-6 Years) Required                                        
• Customer Service, Proficient (4-6 Years) Required                                                                        
• Customer Service Skills, Proficient (4-6 Years) Required                                                            
• Data Entry, Proficient (4-6 Years) Required                                                           
• Emailing, Proficient (4-6 Years) Required                                                              
• Filing, Proficient (4-6 Years) Required                                                                     
• Inventory, Proficient (4-6 Years) Required                                                             
• Microsoft Excel, Proficient (4-6 Years)          Required                                                                     
• Microsoft PowerPoint, Proficient (4-6 Years) Required                                                                 
• Microsoft Word, Proficient (4-6 Years)          Required                                                                     
• Printing and Copying, Proficient (4-6 Years) Required                                                                  
• Proofreading/Editing, Proficient (4-6 Years) Required                                                                   
• Scheduling, Proficient (4-6 Years) Required                                                                        
• Typing, Proficient (4-6 Years)              Required                                                                     
• Verbal Communication, Proficient (4-6 Years) Required