DOCTOR OF MINISTRY PROGRAM - Admin Asst DMin (Admn/Fin)

Job Classification

  Hourly Full-time (35-40)

Position summary

The Admin Assistant DMin (Coordinator for Finance, Business Administration, and Office Management) coordinates services for students; assists the director with budget formulation and management, strategic planning; program assessment; and ensures the effective and efficient use of resources. 

Qualifications summary

Proficient educational administration experience, leadership, supervisory, project management and implementation methodologies. Strong organizational skills and a proven track record of meeting deadlines and timely delivery of all project-related deliverables. Must have the ability to use sound judgment in decision-making, communication of ideas, and experience with planning and handling problems involving variables from standardized situations. Ability to calculate figures and amounts. Proficency in word processing and other computer skills. Above-average English skills. Fluency in Spanish preferred.

 


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

Duties and responsibilities

A. BUSINESS ADMINISTRATION

1. Finance

a. Formulate and revise annual budget in consultation with the program director and the

seminary director for business administration.

b. Regularly track and monitor financial performance of the program, and facilitate the

processing of all financial charges and adjustments, as necessary.

c. Prepare invoices for MOU/international billing and submit to AU Firms with full

documentation.

d. Facilitate payment of all expense reports, honoraria, stipends, payroll one-time

payments, invoices, and adjunct contracts.

e. Keep an annual file of receipts by budget category, and track and compile accruals.

f. Communicate intensive budgets to lead teachers and concentration coordinators, and

hold them accountable to their budgets.

g. Coordinate with Student Finance on necessary matters regarding students, such as

follow-up on the posting of scholarships/grants to student accounts. Provide reports as

needed.

h. Manage contract services for adjuncts, translators, editors, etc.

2. Strategic Planning & Program Assessment

a. Assist the program director in updating strategic plan and tracking progress.

b. Evaluate assessment reports and draft Annual Seminary Program Assessment &

Improvement Report in consultation with the program director.

c. Evaluate and draft annual action plan and presentation for the Seminary Annual

Assessment Retreat in consultation with the program director.

d. Ensure assessment data from defense rubrics are submitted in a timely manner.  

e. Assist the program director in project management, ensuring effective and efficient

use of resources.

3. Miscellaneous

a. Collaborate with team members on various projects.

b. Complete other tasks as assigned by the director.

B. ADMINISTRATIVE SUPPORT

1. Conduct internal research, compile statistical reports, and prepare reports pertaining to

the DMin program as requested.

2. Draft accreditation petitions and run logistics for extension site visits.

3. Implement administrative policies determined by, or in conjunction with, the director.

4. Keep director informed of important aspects of the program that may be overlooked.

5. Attend and contribute to policy sessions when requested.

6. Lead coordinator and planning of annual DMin Conference and quarterly advisors and

teachers conference in consultation with team and program director.

7. In event of vacancies, post jobs, screen resumes, and recommend top applicants for

consideration.

8. Order and maintain supplies for the program.

9. Arrange for equipment maintenance.

10. Arrange travel for the director and project coach as needed.

11. Other tasks as assigned by the director.

C. FACULTY SUPPORT

1. Complete contracts for adjuncts and help them with system access issues.

2. Ensure final grades are posted in a timely manner.

3. Assist with any needed instructional resources for intensives.

4. Update/remind faculty of any schedule changes so they can plan accordingly.

5. Assist in resolving any issues that arise in student/faculty communication.

D. PROFESSIONAL DISSERTATIONS AND DEFENSES

1. Coordinate all aspects related to dissertation defense scheduling.

2. Ensure dissertation submissions have been approved by advisers and are approved by the

project coach for advancement to the editor.

3. Guide students through the defense process, setting appropriate expectations.

4. Select and confirm third readers and chairs.

5. Schedule defenses and send the pre-defense edited dissertation and to all

defense committee participants and candidate in a timely manner. (The grad assistant

will generate and send all other defense documents with the final confirmation and Zoom

link).

6. Ensure all defense rubrics and signatures are received from defense committee.

7. Keep project coach and program director apprised on any developments that require their

attention and follow-up.

8. Send the final dissertation to the Seminary librarian publication.

E. GRADUATION

1. Guide students through the graduation process.

2. Complete and submit required graduation forms and data to academic records/registrar.

3. Ensure the academic advisor (program director) clears all DGs for GSEM796.

4. Provide students with info regarding graduation regalia rental/purchase, tickets, housing,

and schedules.

5. Assign hooding assistants and review hooding order with program director.

Supervisory responsibilities

Co-supervises 1-4 student employees as office workers. Responsibilities may include assisting in interviewing, hiring, and training employees; planning, assigning and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Qualifications

1. Excellent administrative skills, along with strong interpersonal, analytical, and motivational skills.

2. Proficient educational administration experience, including leadership, supervisory, project management and implementation methodologies are preferred.

3. Strong organizational skills and a proven track record of meeting deadlines and timely delivery of all project-related deliverables.

4. Must have the ability to use sound judgment in decision-making, communication of ideas, and experience with planning and handling problems involving variables from standardized situations.

5. Ability to make quick, accurate decisions in the absence of supervision; work independently and handle multiple priorities and agility with regard to projects that require a quick turnaround, understanding that it may cause other projects to be reprioritized.

6. An above-average level in English skills is essential. Correspondence requires tact, accuracy and clear/concise expression of thought. The director depends on this correspondence being done routinely and while he is absent.

7. An ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, totals, volume and deciphering of credit hours is essential.

8. A proficiency of word processing. Ability to gain knowledge in other computer programs and technical aspects are crucial.


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

Technical competencies

Able to understand, track and analyze budget for multiple cohorts (cost centers) and determine budgetary needs, year end accruals, 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.