DEANS OFFICE-SEMINARY - Admin Asst SEM Dean

Job Classification

  Hourly Full-time (35-40)

Position summary

The administrative assistant for the Seminary Associate Dean staffs the front desk of the Seminary deans office and thus has the task of acting as the welcoming face of the Seminary. This person assists the associate dean with necessary work and also help out the Director of Seminary Business Administration where needed. The work includes responsibility for designated processes that involve the Seminary as a whole, such as working with bulletin changes, general seminary courses, and master schedule.

Qualifications summary

• Excellent Christian interpersonal and teamwork skills


• Strong Skills and Experience with Microsoft Office Suite, learning new software


• Strong organizational ability


• Ability to handle financial records


• Honesty, Integrity and Confidentiality

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

Duties and responsibilities

Daily

• Welcomes students, faculty, staff, and guests who visit the Seminary dean's office, and triages requests


• Screens and directs incoming phone calls, email messages, faxes, and regular mail correspondence and responds where appropriate


• Acts as administrative assistant to the Associate Dean
  
  
  
  • Assists with projects and other standard tasks
  
  
  • Schedules appointments, and meetings
  
  
  • Composes and prepares confidential correspondence, reports, and other documents
  
  
  
  


• Gives assistance also to the Director of Seminary Business Administration where needed


• Schedules room reservations when the building coordinator is not available


• Refers and/or listens, counsels, prays with people who share concerns

Weekly

• Performs time manager responsibilities for various departments of the Seminary 

Monthly

• Prepares agendas for the Seminary Deans Council and Faculty meetings, acts as recording secretary for faculty meeting

Each Semester

• Enrolls students in Learning Hub for the Greek and Hebrew labs


• Assists with planning and decorating display window in chapel foyer


• Prepares contracts for GSEM contract teacher


• Assists departments with preparation and execution of seminary graduate dedication services

Annually

•  Spring/Summer: Enters general seminary bulletin changes, and coordinates all seminary bulleting changes for deans council and faculty meeting


• Manages MDiv Colloquia proposals, enters approved colloquia in registration Portal, prepares advertising to students


• Prepares and updates yearly class schedules in accordance with the master schedule


• Collects and preapres scholarship data into an Excel file


• Enters online and general seminary courses in registration Portal


• Plans and coordinates Seminary faculty/staff Christmas program, Annual Assessment Retreat, and assists with Annual Faculty Retreat


• Assists with planning and executing seminary graduate dedication services

When Scheduled or As Needed

• Arranges programs, events, or conferences including facilities, catering, information and invitations, interfacing with speakers, handling event budget


• Directs preparation of records such as agendas, notices, and minutes


• Composes and prepares confidential correspondence, reports, and other documents


• Calls in building repair requests


• Prepares check requests


• Handles petty cash and receipts


• Maintains photocopiers and other work supplies in seminary work room, commons, and deans office


•  Prepares travel expense forms


• Arranges for guest rooms/hotel stays and meal tickets for visitors


• Assists with preparing accreditation reports, petitions, and visits.

Supervisory responsibilities

N/A

Qualifications

• Excellent Christian interpersonal and teamwork skills


• Ability to make every individual feel appreciated and heard


• Strong Skills and Experience with Microsoft Office Suite, learning new software


• Ability to deal with challenging people and situations


• Strong organizational ability


• Ability to handle confidently and calmly being faced with multiple requests and challenges


• Enjoys people and project-oriented work


• Ability to handle financial records


• Commitment to actively listening to and praying with students and employees who share concerns


• Honesty, Integrity and Confidentiality

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

Technical competencies

• Excellent keyboarding skills


• Excellent knowledge of Microsoft Word


• Ability to use Microsoft Excel and Powerpoint


• Ability to learn new computer software quickly

Interpersonal interactions

N/A

Physical demands

This is largely desk work that also includes some walking and light lifting.

Work environment

The physical work environment is in the Seminary Deans Office, supplied with computer, printer and general office equipment. The area functions as a reception desk for the seminary so many people go in and out during the day, but noise levels generally are low. The job involves a fair amount of walking on errands, but no heavy lifting is essential.