OFFICE OF SCHOLARLY RESEARCH - Administrative Assistant

Job Classification

  

Position summary

Provide administrative support to the program director, mentors, public relations coordinator, and program participants of the Andrews Center for Community Change by performing the following duties.

Qualifications summary

Undergraduate university diploma; or two to four years related experience and/or training in administration; or equivalent combination of education and experience.  


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

Duties and responsibilities

Daily Duties  

• 
  Answer correspondence and field enquiries from prospective participants. 
  


• 
  Maintain knowledge of core requirements for training and mentoring to help advise program participants on these topics. 
  

• 
  Provide advice to project participants regarding program progression and scheduling of training, mentoring, and workshops. 
  


• 
  Advise project participants about Center policies in close consultation with the program director, including  
  


• 
  Application and registration requirements 
  


• 
  Training and mentoring progression and scheduling 
  


• 
  Completion requirements. 
  

• 
  Develop, distribute, and maintain relevant materials that will assist program participants in tracking their progress. 
  


• 
  Manage mentor calendars and schedule appointments. 
  


• 
  Communicate with faculty, deans, and departments of the Seminary, as needs dictate. 
  


• 
  Keep active lines of communication with various program partners. 
  


• 
  Other responsibilities as requested by the Center Director. 
  

 

Periodic Duties 

• 
  Secure and maintain certificates of completion, keep program participants’ records updated, and maintain documentation files. 
  


• 
  Process new program participant applications, gather materials, and create presentations for new participant orientation. 
  


• 
  Consult with participants regarding their program requirements and evaluation. 
  

• 
  File participant applications and prepare recommendations. 
  


• 
  Update Program Handbook for program participants, faculty instructors, and mentors.   
  


• 
  Coordinate the program schedule with participants, mentors, faculty, and stakeholders. 
  


• 
  Coordinate each mentor’s documents including providing guidance on scheduling, and, where necessary, travel arrangements. 
  


• 
  Assist in creating and maintaining records and documentation for all community projects (community assessments, grant applications, evaluations). 
  

• 
  Assist in creating and maintaining documentation for scheduled meetings relating to the management of the Center (e.g., agendas, minutes, receipts). 
  


• 
  Assist, where necessary, in providing tutorials for participants, mentors, and the program director.  
  


• 
  Help maintain and update the Center’s website, program brochures, and other promotional material. 
  


• 
  Provide technical support to mentors/participants who use remote technology. 
  


• 
  Maintain a professional environment. 
  

 

 

Occasional Duties  

• 
  Coordinate the approval process of program participants. 
  


• 
  Prepare contracts for mentors, faculty, and instructors. 
  

• 
  Ensure courses are made available by maintaining the course schedule, collecting syllabi, and reviewing all related documentation in light of program requirements.  
  


• 
  Assist the Center Director as needed with special projects (e.g., implementing the annual plan, benchmarking). 
  


• 
  Prepare billing documentation as appropriate. 
  

Supervisory responsibilities

The administrative assistant will provide support rather than supervision. 

Qualifications

Undergraduate university diploma; or two to four years related experience and/or training in administration; or equivalent combination of education and experience. 


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

Technical competencies

The ability to effectively present information and respond to questions from Center management, program participants, fellow mentors and mentees, faculty and stakeholders. Ability to communicate in Spanish preferrable.     

The ability to calculate figures relating to program and project requirements, finance and scheduling. 

The ability to solve practical problems where program policies and procedures require discretional judgments.  

Good computer skills (MS Word, Excel, PowerPoint, Zoom, Teams, etc.). 

Interpersonal interactions

Must have a positive and friendly personality and interact on a professional level with faculty and mentors.  Must be willing to advocate on behalf of participants and work independently. 

The administrative assistant is required, where necessary, to maintain daily contact with participants, colleagues, and faculty, usually through email, and contact with the program director.  

Physical demands

Must be willing and able to carry loads up to 10 pounds. 

Work environment

The noise level in the work environment is usually low.