RELIGION - Administrative Assistant

Job Classification

  

Position summary

Functions as team facilitator in administrative and financial operations of the Department of Religion and assists the department chair in managing day-to-day and long-term activities and planning. Duties are divided between office administration and departmental recruiting, with some time spent overseeing student workers.

Qualifications summary

The successful applicant will have either a college degree (preferred) or administrative experience with strong skills in writing and editing, the ability to work independently as well as collaboratively, and a friendly, warm manner that is welcoming to students either in person, on the phone, or via electronic communication. 





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


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

Duties and responsibilities

Daily 

Serves as the departmental receptionist, welcomes and assists visitors, answers telephones, manages an email account, sorts and distributes faculty mail 



Assists the department chair with managing his schedule, appointments, and communication 



Provides ongoing assistance to faculty with copying, printing, and sending email messages to departmental majors; communicating with ITS regarding any computer problems or new computer knowledge and maintenance; general office-related tasks, such as preparing course posters and publicizing events, etc.  



Nurtures a positive and encouraging rapport with students who frequent the department and make it their academic home. Assists students with a wide variety of issues and requests   

Maintains a positive rapport and productive working relationship with other offices and departments we do business with:  the Dean’s office, Student Success, Accounts Payable, Accounts Receivable, Academic Records, Enrollment, etc. 



Maintains an attractive, well-ordered workspace, including but not limited to maintaining decorative plants, vacuuming, cleaning tables and countertops, glass cleaning, maintaining a clean refrigerator, microwave, etc., emptying departmental wastebaskets, taking out recycling 



Weekly/Bi-Weekly 



Assists with the preparation of records such as agendas, notices, and minutes for departmental meetings 



Each Semester 



Prepares and submits the course schedule through the scheduling portal and manages room requests and changes, scheduling changes, etc. 



Publicizes departmental assemblies 



Prepares paperwork for teaching contracts and scholarships 



Annually  



Prepares and submits bulletin changes through Acalog and Curriculog 



Prepares and submits the course schedule through the scheduling portal and manages room requests and changes, scheduling changes, etc. 



Regular and Ongoing 



Manages the departmental website and Facebook page 



Helps arrange programs, events, and conferences by arranging for facilities and catering, issuing information or invitations, coordinating speakers, organizing logistics, and assisting with event budget 



Helps to prepare and direct paperwork (including confidential documents) through appropriate university channels 



Helps to recruit and communicate with prospective students: compiles lists, drafts and sends letters, prepares welcome packages, etc. 



Oversees, reviews, and maintains departmental financial matters and records: interdepartmental charges, expense reports, check requests, credit card statements, contracts,  etc. 



Organizes and maintains departmental files, including transitioning files from paper to electronic files through ongoing scanning and copying to create comprehensive, easily obtained data storage for the department 



Monitor, maintain, and purchase departmental supplies and equipment

Supervisory responsibilities

Oversees approximately 6-7 student workers 



Hires student workers; assists with and resolves payroll issues, i.e., student rate sheets; trains student workers; plans, assigns, and directs work; appraises performance; addresses complaints and resolves problems.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 



Education and/or Experience                                                    



College or university program certificate; or two to four years related experience and/or training; or equivalent combination of education and experience. 



Language Skills                                                 



Ability to read, analyze, and interpret documents related to higher education and university procedures, i.e. bulletins, etc. Ability to write documents, reports, and correspondence with an excellent command of the English language. Ability to effectively present information and respond to questions from individuals and groups of faculty, students, work colleagues, and the general public from diverse backgrounds. 



Mathematical Skills                                                      



Ability to calculate figures and amounts such as discounts, proportions, and percentages. 



Reasoning Ability                                              



Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. 



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


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

Technical competencies

Ability to use basic computer applications such as Microsoft Office Suite, email, social media, and Google docs.  



Ability to learn Acalog, Curriculog, Redwood, Banner, scheduling portal, and any other new applications introduced by the university, i.e., Recruit 

Interpersonal interactions

Must be able to greet students and visitors in a warm and friendly manner and assist them with resolving their questions.



Responsive to regular faculty requests

Physical demands

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms, and talk or hear.  The employee is often required to stand and walk within the department, building complex, and across campus.  Specific vision abilities required by this job include close vision and the ability to adjust focus.  Must be able to lift 40 pounds.

Work environment

This is a reception area with no private space, high traffic, and many distractions. 



The noise level in the work environment is usually moderate.