WORLD MISSION - Admin Assistant-Dept of World Missions

Job Classification

  

Position summary

Departmental Administrative Assistant 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.  Preference may be given for advanced graduate students pursuing a degree with an emphasis in mission.


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

Duties and responsibilities

I. Departmental Administrator for the Department of World Mission, Doctor of Missiology (DMiss) Program and Post-Doctoral 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, including booking conference rooms, taking and circulating minutes, and facilitating voted actions in counsel with the department chair.
c. Maintain clear records of finances, including credit card receipts and invoices for departmental book sales, purchases, and receipts for shipments when requested.
II. Annual Responsibilities
c. Assist Chair in preparing department academic teaching schedules and teaching contracts with faculty, discussing the annual budget, and updating the Andrews course schedule and bulletin changes on the website.
h. Special events: assist with the annual International Fellowship of Adventist Mission Studies Mission Conference and oversee annual MSSN book sale at the Seminary Scholarship Symposium.
III. Daily Responsibilities:
a. Serve faculty and student requests and needs, including signing forms, answering phone calls and e-mails, writing correspondence letters, and copying documents for faculty and students when needed.
Responsibilities Specifically for the Doctor of Missiology Program:
a. Work with DMiss program director in preparing agendas and minutes for DMiss Committee meetings. Assist DMiss program director with the evaluation of new applicants to the program.
b. Recruit prospective students by sending basic information on the DMiss program. Guide new applicants throughout the application process by working with the Graduate Enrollment office.
c. Communicate with DMiss students concerning their inquiries about their progress, postponement request, textbook purchase, housing, I-20, visa, and others.
d. Assist students with their classes, housing, payment, and financial issues while they are at Andrews for DMiss sessions.
e. Manage and update the DMiss Bulletin and the DMiss web page in the seminary and graduate school websites.
 Responsibilities Specifically for the Post-Doctoral Program:
a. Assist the Post-doctoral program director with the department evaluation of new applicants.
b. Send the applicants basic information about the Post-doctoral program and provide guidance to applicants.
c. Communicate with new students regarding information on registration, class schedule, course syllabi, visa issues, and other inquiries.

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

Ability to create and maintain computer documents, records of finance, manage book sales, purchases, receipts for shipments and shipping.  Ability to create and maintain multi-sheet spreadsheets, ability to be extremely detailed in multiple accounts, class schedules, projects, forms, and processes.  Answer phone calls, emails, written correspondence, preparing agendas and committee minutes, recruiting students, etc.  

Interpersonal interactions

Must feel and act comfortably with all the people who interact with this office:  students, faculty, staff, cohort personnel, and others.  Must have a warm and friendly personality.  Must be willing to help the interacting people 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

While performing the duties of this job, the employee is regularly required to sit; use hands and fingers to handle, and feel; reach with hands and arms; and hear and speak.  The employee is occasionally required to stand and walk, to reach with hands and arms; climb or balance, and stoop, kneel, crouch, or crawl.  The employee must occasionally lift and/or move up to 50 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work environment

Work is performed in a typical/shared office environment with moderate noise level, open space and multiple staff. The noise level in the work environment is usually moderate. While performing the duties of this job, the employee is often exposed to risks related to computer use and sedentary work. The employee is occasionally exposed to moving mechanical parts, outside weather conditions, and vibration. The employee must be able to able to work remotely if requested by the university due to special circumstances.