Administrative Assistant

SOUTHEASTERN BAPTIST THEOLOGICAL SEMINARY JOB DESCRIPTION FORM 

JOB TITLE: Administrative Assistant                                       

DEPARTMENT: Hispanic Leadership Development           

SUPERVISOR: Director                   

1. PURPOSE OF THE JOB  

To carry out duties outlined by the Director of Hispanic Leadership Development (HLD) and to assist in the development of the Hispanic programs.  

1. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES  

• Assist the Director in the development and expansion of new and current HLD initiatives. 
• Work with different Departments (Including, but not limited to: Distance Learning, Admissions, Registrar, Accounting, Communications, and Events) on issues related to Hispanic students, ministries and programs.  
• Assist the Director in developing HLD relationships and other specific projects as needed. 
• Schedule meetings and conference calls for the Director as requested. 
• Coordinate faculty support for HLD professors.
• Update Office Calendar with the schedules of HLD personnel.
• Assist with organizing and promoting HLD events. 
• Prepare expense reports for HLD. 
• Schedule and make arrangements for professors’ travel through the current platform. 
• Coordinate class calendar for ongoing online programs. 
• Work with the GTI administrative assistant with the creation and processing of professor contracts.
• Request payment for professors teaching HLD courses. 
• Maintain and update Hispanic programs' handbooks. 
• Advise and inform students concerning Hispanic programs and policies.  
• Oversee the ticket management system for HLD and assign agents per case.
• Assist with social media as needed. 
• Respond to emails, phone calls, and other correspondence within a 24-hour period. 

1. OTHER DUTIES & REPONSIBILITIES 

• Additional responsibilities may be designated by the Director of HLD as needs arise.   

1. SUPERVISORY RESPONSIBILITIES  

• Assist the Director with the supervision of HLD personnel.

1. KNOWLEDGE AND SKILLS (Indicate which are required, preferred, or desirable. Include licenses and certificates.) 

• Fully Bilingual in Spanish and English (speaking and writing) – Required
• Mid to Advanced competency in computer skills– Required:
  • MS Word
  • MS Excell
  • MS PPT
• Desirable competency in computer skills: 
  • Graphic design
  • Social Media Management
  • Moodle
  • Panopto
• Initiative to carry out objectives 
• Ability to follow through with assigned tasks 
• Ability to develop relationships well and communicate effectively 
• Ability to interact well with various departments on campus and other personnel 
• Ability to interact well with students and graduates of Master level programs.

1. FISCAL RESPONSIBILITY  

• Utilize Office Credit Card and submit expenses for purchases related to printing, shipping, and events.

1. EXTENT OF PUBLIC CONTACT (Within and outside the University) 

• Daily communication with prospective students and current students
• Work and communicate with other offices at SEBTS 
• Frequent coordination with professors and overseas program coordinators

1. PHYSICAL DEMANDS (Walking, lifting, equipment, operation, etc.) 

• Normal fitness as required for office duties 

1. WORKING CONDITIONS AND ENVIRONMENT  

• Occasional travel to meetings, conferences, other locations on behalf of the HLD office. 

This position is restricted to current SEBTS students and spouses of SEBTS students.

Fully Bilingual in Spanish and English (speaking and writing) – Required