Administrative Assistant for Statewide Services

General Description:

The Administrative Assistant for Statewide Services performs administrative duties involved in the day-to-day operations of the Tennessee School for the Blind’s (TSB) statewide services. These statewide

services include the work of the Resource Center for the Visually Impaired (RCVI), Outreach Department,

and Admissions Department. These departments collectively serve students, families, and school

districts across Tennessee disseminating information, providing services, and facilitating student

enrollment to TSB. The Administrative Assistant for Statewide Services is tasked with handling

communications with external stakeholders and providing high-quality guidance and customer service.

The Administrative Assistant for Statewide Services will also manage the communications and recordkeeping

activities required by TSB’s statewide services, collaborating with colleagues at TSB and the

RCVI as needed.

Minimum Qualifications

• Minimum of 3 years of successful experience working in the field of blindness and visual

impairments or in a related field.

• Administrative experience preferred.

• Experience communicating with teachers and administrators, as well as parents, preferred.

• High School Diploma or Equivalency required. Associate’s degree or higher is preferred.

Duties and Responsibilities:

• Receives, processes and manages school district requests for TSB Outreach Services,

communicating with relevant internal and external stakeholders as necessary.

• Maintains variety of records regarding TSB Outreach Services, including assignments and

outcomes of requests for services, compilation and synthesis of monthly caseload

documentation, and filing records in physical and digital formats.

• Provides administrative support to TSB Outreach’s teachers for things such as monthly caseload

documentation, ordering stock items, and receiving and processing leave requests.

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• Receives, processes, and manages TSB Admissions student applications, communicating with relevant internal and external stakeholders as necessary.

• Maintains variety of records regarding TSB Admissions, including scheduling prospective student tours, scheduling meetings, tracking ongoing student admissions milestones, determining documentation received and required, and developing new student details documents for TSB teachers and staff.

• Given specific messaging priorities and other content by supervisor and RCVI Office Manager, sends out broad and targeted newsletters to TSB’s internal and external stakeholders such as TSB staff, teachers of students with visual impairments statewide, and school district administrators.

• Fills out and submits P5s for TSB’s statewide services ordering priorities as requested by supervisor and RCVI Office Manager.

• Manages RCVI and Outreach staff leave records to ensure sufficient staffing year-round.

• Provides logistical support for the annual TSB Unity Conference, including managing attendee communications, registration information, and certificate requests.

• Provides logistical support for occasional TN Visual Impairments Virtual Academy (VIVA) online professional development trainings, like starting and running meetings, creating certificates for attendees, and submitting event details to ACVREP for credit-awarding purposes.

• Serves as APH Federal Quota census assistant during annual census process, alongside RCVI Office Manager and other RCVI staff.

• Performs other appropriate duties as assigned.

Knowledge, Skills & Abilities:

• Knowledge of field of blindness and visual impairments, including common eye conditions and general implications for individuals’ visual experiences and prognoses.

• Knowledge of Individualized Education Plan (IEP) process and skilled in reading and understanding details recorded in IEPs.

• Knowledge of Microsoft Office software suite and skilled in use of individual software appropriate for various tasks and goals, specifically Outlook, Word, Excel, and OneDrive.

• Ability to respond positively to supervision and constructive feedback with a growth mindset.

• Ability to work independently with initiative and creativity within assigned tasks.

• Skilled at multitasking and time management, prioritizing tasks and initiatives according to established timeframes.

• Strong organizational skills, capable of developing, using, and maintaining record-keeping and organizational systems for keeping track of data from multiple sources.

• Ability to collect, analyze, and report a variety of data.

• Strong interpersonal and communication skills (oral and written) for providing high-quality customer service.

• Skilled at developing and maintaining positive, professional relationships.

• Knowledge of Federal Quota program and its implementation by the American Printing House for the Blind.

• Knowledge of APH products and services.

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Additional Information:

• This position is a full-time 12-month position.

• Selected applicants must verify experience/highest degree held.

• Direct deposit of paycheck on a 12-month schedule is required.

• TSB is a non-smoking facility in its entirety.

• Selected applicant must comply with the State of Tennessee Employee Drug-Free Workplace Policy, and other policies.

• As required by the Immigration Reform and Control Act (IRCA), selected applicant must verify, within 72 hours of employment, his/her legal right to be employed in the United States.

• Selected applicant(s) will be required to submit to and pass a TBI/FBI background check, to include Tennessee and Federal criminal history checks, child abuse records, employment verification, and professional/personal reference checks.

Benefits:

Benefits include medical, dental, vision and life insurance, retirement pension, 401(k) match, employee assistance program, personal and sick leave (PTO) and more. A full listing of employee benefits can be found here Benefits & State Employee Discounts (tn.gov)

How To Apply:

The following documents may be submitted in-person, by mail, or through email to:

Dr. Allen Huang, Director of Outreach Services

Tennessee School for the Blind

115 Stewarts Ferry Pike

Nashville, TN 37214

E-mail: allen.huang@tsbtigers.org

Required documents:

• State of Tennessee Employment Application

(See TSB Career Opportunities webpage for PDF or online form)

• Letter of Interest

• Current Resume

• 3 Professional References (Minimum 1 from a direct supervisor)

• Copy of Educator License

• Unofficial Copies of All Transcripts*

*An unofficial copy of transcripts must be submitted at the time of application. Failure to provide a transcript or credential evaluation report may result in your application being rejected and you will not be able to continue in the selection process for this announcement.

Candidates with disabilities who require special accommodations or alternative communication formats should contact the Superintendent’s Office at (615) 231-7316 no later than five days prior to their scheduled interview to facilitate reasonable accommodations. The State of Tennessee is an Equal Opportunity Employer; Discrimination on the Basis of Age (Over 40), Race, Sex, Color, Religion, National Origin, Disabling Condition or any other Non-Merit Factor is Prohibited

Job Type: Full-time

Pay: $3,595.00 - $5,380.00 per month

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Ability to Commute:

• Nashville, TN 37214 (Required)

Ability to Relocate:

• Nashville, TN 37214: Relocate before starting work (Preferred)

Work Location: In person

Salary : $3,595 - $5,380