Administrative Assistant
Austin Peay State University
Clarksville, TN, USA
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.
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.
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 11,000 students and is located in Clarksville, Tennessee, a community of an estimated 150,287 people located approximately 40 miles northwest of Nashville, TN.
Austin Peay State University is a proud supporter of hiring veterans. We hire veterans with equivalent experiences and pay grades from their military service, rather than requiring or preferring only college degrees. Please visit our website for more information on how veterans can qualify for additional employment opportunities at APSU: https://www.apsu.edu/human-resources/hiring-veterans/.
Austin Peay State University (APSU) prohibits discrimination in all employment, programs, and activities based on race, color, religion, national origin, sex (including pregnancy), disability, age, veteran status, genetic information, or any other legally protected status. For Title IX inquiries or complaints, contact: Chief of Institutional Culture & Title IX Coordinator, LaNeeça R. Williams at williamslr@apsu.edu | 931-221-7690, Browning Building, Room 140, Clarksville, TN 37044. For other non-discrimination concerns, contact: Director of Institutional Culture & Title VI & Title VII Coordinator, Dr. Jo Baldwin at baldwinjapsu.edu | 931-221-7178 or Associate Director of Accessibility Compliance & ADA/504 Coordinator, Jayme Glover at gloverj@apsu.edu | 931-221-7160. View APSU’s full nondiscrimination policy at Policy 6:001.
The part-time Administrative Assistant for Community Care & Standards reports to the Director for Community Care & Standards. This position provides specialized administrative support critical to the effective management of student conduct, care, and wellness services. The role supports both daily operations and long-term initiatives in a dynamic, student-centered environment, ensuring the smooth intake and tracking of student concerns, including complaints, appeals, and conduct violations.