Admin Assistant PATH

PRACTICAL & APPLIED THEOLOGY - Admin Assistant PATH

Job Classification

Hourly Full-time (35-40)

Position summary

This position serves the Department of Practical Theology and Discipleship. The administrative assistant manages the workflow of the Department, which includes creating and maintaining official departmental records, scheduling and sending appointment reminders, and providing information to callers and visitors. In addition, the Admin's work goes beyond the needs of the Department and includes responsibilities of various types related to the operations of the Seminary, as directed and assigned by the Dean's office.

Qualifications summary

Bachelors degree preferred, Associates degree required, and experience in busy office setting. Proven organization and people skills. Strong communication skills. Ability to work independently and manage multiple tasks and deadlines. High level of organizational skills and attention to detail required.

Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

Essential Duties and Responsibilities include, but are not limited to, the following.

The role involves screening incoming calls and emails for department and faculty members, responding as needed, while also assisting students and visitors in the office suite. Additionally, support is provided to professors in updating Learning Hub sites and posting course materials, as well as preparing correspondence and expense reports.

Assist the chair in the preparation of the annual budget and assessment report, along with updating online and internal schedules and entering bulletin changes. Directs the preparation of records such as agendas, notices, minutes, and resolutions for departmental meetings.

Arrange programs, events, and/or conferences by arranging for facilities and food, issuing information or invitations, coordinating speakers, and controlling event budget. (Once or twice a year, also helping other departments as needed - occasional but intensive).

Assists professors in preparing and editing manuscripts and papers, including transcribing dictations and lectures (as needed).

Assists with other responsibilities as requested by the Dean's office.

The role involves acting as the custodian of departmental documents and records, ensuring that files are well-organized for easy access.

Includes possible supervision and communication with student workers, managing their work hours, and handling mail distribution for the faculty.

Responsible for organizing and maintaining the cleanliness of office spaces, including weekly cleaning and trash removal in individual faculty offices. Additionally, requires regular sanitization and workstation upkeep.

The position also involves acquiring necessary office supplies and managing expenses related to departmental budget.

Supervisory responsibilities

• Manages the workflow of the department, including appointments, meetings, correspondence, committee appointments, and all upcoming events.
• Supervise student employee(s) as office workers and support staff. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing and training student employees; planning, assigning, directing work, and verifying and submitting work time hours; appraising performance; addressing complaints and resolving problems.
• Keep track of travel schedules of the faculty members to help avoid conflicts.

Qualifications

Qualifications: To perform this job successfully, an individual must be able to perform each of the essential duties listed above satisfactorily. The requirements listed here are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

Education and/or Experience: Bachelor's degree preferred, associate's degree required in Secretarial Science, Communications, or related field. Experience in a busy office setting is highly preferred. Proven people skills are required.

General office skills: required for both modern digitalized and traditional settings.

Language Skills: Excellent verbal and writing skills in English required.

Mathematical Skills: Basic skills in handling budgets and other financial reports are required.

Accuracy: Able to do careful work with details to produce error-free documents and reports.

Multitasking: must be able to work with many professors and multiple departments and academic programs.

Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

Equipment and devices: Use of a computer, photocopier, scan, fax

Digital literacy and competence: Zoom, LearningHub, Microsoft Office programs: Outlook, Word, advanced skills in Excel, PowerPoint creation, digital technology for hybrid meetings and instructions, and AI technology.

Interpersonal interactions

Must feel and act comfortably with all the people who interact with this office: students, faculty, and staff. Must have a warm and friendly personality. Must be willing to help "clients" according to their needs. Must be willing to train and supervise students, and also interact on a professional level with faculty and staff. Must be a team player and fit comfortably with the office atmosphere and philosophy of advocacy.

Physical demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit for a long time; use hands and fingers to handle and feel; reach with hands and arms; and talk or hear. The employee is also required to be able to stand and walk. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work environment

The work environment characteristics described here are representative of those which an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.