Hourly Online Job Posting
| Job Title: |
Administrative Assistant |
| Classification: |
[HF] Hourly Full-Time |
| Department: |
Discipleship & Religious Education |
| Hours Per Week: |
36-40 |
| Salary: |
Commensurate with Experience |
| Available: |
June 3, 2013 |
| Primary Duties: |
- Work together with graduate enrollment, religious education and youth ministry program faculty, prospective students, student financial services, and the international student services office to efficiently and promptly guide prospective students through the admissions process.
- Process application evaluations, acceptance letters, and admission records.
- Guide all students through their academic journey, including but not limited to advising and counseling appointments, registration, transfer credit requests, and petitions.
- Assist with advanced standing evaluation and calculation.
- Create and maintain files on all students.
- Liaise between students and faculty to schedule comps and presentations.
- Proctor comprehensive exams.
- Coordinate comprehensive exam marking and reporting.
- Track each student’s progress through his/her program.
- Process advancement to candidacy, status change and recommendation for graduation forms.
- Inform students of all deadlines, graduation procedures, and regalia ordering.
- Schedule doctoral defenses.
- Coordinate processing of all forms and printing of documents for defenses.
- Mail dissertations to and make travel arrangements for fourth readers and external examiners.
- Assist with planning, serving and clean-up for defense receptions
- Review graduate certificate student transcripts for necessary coursework.
- Prepare and distribute certificates.
- Review student transcripts for necessary paperwork.
- Prepare and distribute certificates.
- Assist with researching and preparing marketing materials for departmental programs.
- Promote departmental programs.
- Respond to inquiries concerning degree and certificate programs.
- Assist with data collection and review for program reviews.
- Keep current on policy changes affecting degree programs.
- Meet with officials and staff in various university offices to address degree program issues.
- Inform students of and proctor assessment sessions
- Provide full administrative and secretarial support to Department Chair.
- Attend all program staff meetings and departmental team meetings, prepare agendas, take minutes, organize room reservations, and supply refreshments as necessary.
- Create list of needed courses for upcoming semester in consultation with DSRE faculty and other departmental faculty/staff.
- Work with DSRE faculty to develop 4-year plans.
- Consult with department and seminary faculty and staff to schedule intensive courses, for MAYYAM. (three year cycle)
- Analyze needs for courses and coordinate scheduling courses and instructors.
- Analyze course listings and submit schedule changes as needed.
- Carefully review existing Bulletin for needed changes.
- In consultation with faculty, submit bulletin changes through appropriate Seminary channels for approval.
- Enter bulletin changes in online system.
- Review new bulletin draft for accuracy.
- Track budgetary expenses and monitor restricted fund.
- Based on current and past year’s spending and anticipated needs, prepare paperwork for next year’s budget, in consultation with Dept. Chair and the Dean’s office.
- Account for all guest professors needed for the coming year and track faculty course loads.
- Prepare guest professor contracts, check requests, and expense reports as needed.
- Take minutes at committee meetings.
- Collect and count offerings collected at chapels.
- Track and monitor contributions, scholarships and program expenses.
- Assist with accreditation and assessment documentation.
- Prepare paperwork for three to five graduate assistants, coordinate work and supervise one to two.
- Maintain files for receipts, contracts, budgets, and faculty January reports.
- Process text book requests.
- Collect syllabi each semester, save in electronic files, and give hard copies to Dean’s office.
- Plan and implement social activities for students and their families each semester and any other departmental special events and/or retreats.
- Assist in planning, promoting, and implementing Adventist Conference on Family Research and Practice and AAFLP Research Forum in partnership with NAD and GC Family Ministries, AAFLP, and AdventSource.
- Assist in planning, promoting, and implementing Journey Toward Intimacy in partnership with NAD Family Ministries.
- Attend and coordinate attendance for students at various ministry conferences as needed.
- Assist with material preparation/photocopying, grading and proctoring of classes as needed.
- Assist in preparing for and implementing the Spring intensive version of MAYYAM, including contracts, room reservations, and student registrations.
- Assist in preparing for and implementing the intensives for RELED as needed including professor contracts/travel/accommodations/meal cards, room reservations, student registrations and DMin coordination.
- Stay up-to-date on trends and issues pertaining to department and programs.
- Attend informational and training meetings as needed.
- Assist with chapel attendance, taking every third month.
- Assist with seminary event preparation, serving, and clean up as able.
- Create display in foyer display case twice per year.
- Attend seminary administrative assistant functions to build camaraderie.
- Greet visitors and answer questions regarding the department, seminary, and university.
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| Qualifications: |
- Friendly and ministry-oriented with an attitude of warmth, caring, openness, and grace
- Very strong organizational and people skills
- Effective at project management and multi-tasking
- Strong loyalty to the Dept. personnel. (Team)
- Ability to work with little supervision
- Dependable and takes “ownership” of his/her job
- Excellent listening, critical thinking, and problem-solving skills
- Experience/training in counseling
- Ability to work with multi-cultural and diverse populations
- Ability to maintain confidentiality and deal with sensitive issues
- Experience in event planning
- Excellent oral and written English language skills
- Excellent computer skills in word processing, spreadsheets, desktop publishing, databases, email management, and internet.
Must be a Seventh-day Adventist in good and regular standing. |
| Apply to: |
Employment
Human Resources
Andrews University
Berrien Springs, MI 49104-0860
Phone: 269. 471. 3570
Fax: 269. 471. 6293
employment@andrews.edu
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