WORLD MISSION - Administrative Assistant/Office Manager

Job Classification

  

Position summary

Departmental Administrator/Office Manager position. Serves the Department of World Mission and Doctor of Missiology Program in multi-faceted responsibilities and carries out requests made by the department faculty.

Qualifications summary

Baccalaureate degree or equivalent. In the absence of a four-year degree, a person with less education but who has office manager/administrative assistant experience with an exemplary work history that includes demonstrated skills in word processing, spreadsheets, and database may be considered. Excellent interpersonal relationships and communication skills desired. Knowledge of the Andrews University campus/community would be valuable. 


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

Duties and responsibilities

I. Departmental Administrator for the Department of World Mission and Doctor of Missiology (DMiss) Program

a. Serve the Chair of the World Mission Department and the Director of the DMiss program in their multi-faceted responsibilities and carry out all requests made by the chair and director, providing needed resources, and offering advisory counsel and feedback.

b. Organize and participate in all departmental meetings, take minutes, and prepare and circulate minutes.

c. Facilitate all voted actions of the MSSN Department in counsel with the department chair.

d. Assist the department chair and DMiss director in negotiating with contract teachers regarding course work, and oversee all associated paperwork, filing, and contract payments.

e. Provide inter-departmental and intra-departmental communications for MSSN committees.

f. Create appropriate invoices for book sales, package and ship books when requested.

g. Maintain a clear accounting record of MSSN petty cash account.

II. Annual Responsibilities

a. Faculty Teaching Loads: Assist Chair in creating faculty teaching load document (template available for this)

b. Set up appointment schedule for the Chair to meet with faculty to discuss individual teaching loads

c. Prepare department academic teaching schedules for Andrews course schedule database entry, including the DMiss course schedule.

d. Oversee the Annual Faculty Activity Report accountability process for all MSSN faculty and coordinate and send Faculty Activities Reports (FAR) in digital form to Graduate Research Office.

e. Budget: (i) Review annual budget request with Chair and submit Excel spreadsheet to the Seminary Dean's office including complete summary of all faculty and contract teaching responsibilities for each new academic year; (ii) Keep Excel spreadsheet for faculty teacher enhancement spending allowance

f. Gather AU bulletin changes from faculty for departmental meeting and discussion and voting process. Upload voted bulletin changes to website.

g. Organize, maintain, and store electronic files and hard-copy files.

h. Work with the Director of the annual International Fellowship of Adventist Mission Studies Mission Conference and coordinate the many details associated with this September event each year

i. Special Projects: Organize MSSN fellowship events, Seminary graduation/dedication programs, Department Christmas party, etc.

j. Oversee annual MSSN book sale at the Seminary Scholarship Symposium.

III. Semester Responsibilities: 

a. Prepare contract payment forms for all MSSN contract teachers.

b. Print semester teaching student rosters for MSSN courses for department faculty.

c. Prepare office door teaching information/office hours signs for all MSSN faculty in the suite.

d. Make course schedule changes as needed.

e. Responsible for office suite space and décor.

IV. Monthly Responsibilities:

a. Organize and participate in all MSSN departmental meetings and DMiss program meetings.

b. Organize MSSN faculty and staff fellowship functions.

c. Open Chair's and DMiss program director’s mail if needed.

d. File all department credit card receipts and submit a copy of receipts with monthly credit card statement to the Seminary Finance director.

V. Weekly Responsibilities:

a. Prepare and copy student classroom attendance lists for all classes for professors for whom you work

b. As needed keep track of class assignments handed in by students (most professors now use Learning Hub for uploading of assignments)

c. Make conference room bookings for scheduled meetings and arrangements for teleconferencing as needed.

d. Manage/maintain the MSSN kitchen area.

VI. Daily Responsibilities:

a. Serve faculty and student requests and needs.

b. Serve telephone requests and messages.

c. Check email messages regularly and follow through on all requests.

d. Input Chair appointments into shared calendar.

e. Copy documents as needed for the faculty you serve.

f. Prepare correspondence, letters of recommendation, etc.

g. Prepare check requests as needed.

h. Office supplies: Maintain, order, and purchase office supplies as needed within budget restrictions. There is a departmental charge card for the Andrews bookstore.

i. Process MSSN Chair signature requests and DMiss director signature requests.

j. Collect department mail from the mailroom and distribute to the appropriately addressed faculty member.

Responsibilities Specifically for the Doctor of Missiology Program:

I. Prospective Students

a. Recruit prospective students by sending basic information on the DMiss program to those who are interested

II. DMiss Applicants

a. Send the applicants basic information on the DMiss program

b. Guide them through application process by email correspondence

c. Send out the original copy of the acceptance letter to the applicants once they receive an official admission email from the office of graduate enrollment management

III. New Students

a. Communicate with new students regarding information on registration, class schedule, course syllabi, housing arrangements, visa issues, and other inquiries

IV. DMiss Students

a. Communicate with DMiss students by email concerning their inquiries about their progress, postponement request, textbook purchase, housing, I-20, visa, and others

b. Assist students with their classes, housing, payment, and financial issues while they are at Andrews for DMiss sessions

V. Administrative

a. Manage DMiss applicants on RECRUIT

b. Prepare and document agendas and minutes for the DMiss Admissions Committee, DMiss Committee, and DMiss Scholarship Committee

c. Work with International Student Services concerning the financial budget sheet and I-20 issuance of the applicants

d. Assist the DMiss program director with the department evaluation form once the applicants are accepted into the program

e. Work on acceptance letters and have the Seminary dean sign them

f. Communicate with the housing office and the students on housing arrangements during the DMiss sessions at Andrews well in advance of the summer sessions

g. Arrange/reserve apartments for guest lecturers

h. Attend training sessions for RECRUIT, bulletin changes, and others

i. Create and manage folders for applicants, students, and other administrative tasks

j. Manage DMiss petty cash

k. Work with Student Financial Services, Academic Records, Graduate Enrollment Management to assist students with financial, visa, and registration issues

l. Manage and update the DMiss web page in the seminary and graduate school websites

m. Manage and update the DMiss Bulletin and DMiss Handbook

n. Make classroom reservations for DMiss sessions at Andrews

Supervisory responsibilities

See Duties & Responsibilities above

Qualifications

Baccalaureate degree or equivalent. In the absence of a four-year degree, a person with less education but who has office manager/administrative assistant experience with an exemplary work history that includes demonstrated skills in word processing, spreadsheets, and database may be considered. Excellent interpersonal relationships and communication skills desired. Knowledge of the Andrews University campus/community would be valuable.

Preferred: Preference may be given for advanced graduate students pursuing a degree with an emphasis in mission. These students would be expected to perform the above job description as well as aid faculty in periodical grading of Master’s level assignments, editing, and helping develop Learning Hub course sites for classes.


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

Technical competencies

See Qualifications above

Interpersonal interactions

See Duties & Responsibilities, and Qualifications above

Physical demands

Must be able to carry heavy boxes of books, and move program and deparmental resources and materials as needed.

Work environment

The main office space is located at the Department of World Mission/DMin suite, at the SDA Theological Seminary building, Andrews University.