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The Role
Serve as front-line administrative support for the Office of Academic Affairs: greet visitors, answer phones and email, sort mail, schedule staff, manage supplies and bulletin boards, prepare birthday cards, submit facilities/IT requests, assist with faculty data and events (commencement, chapels), and perform general clerical tasks while maintaining confidentiality and using Microsoft Office and database systems.
Summary Generated by Built In
Job Summary
The Administrative Assistant functions as the first contact with all students, staff, faculty, and visitors who come to the office of academic affairs. This position serves as the “face” of the office and is charged with maintaining the service-oriented posture to which the office is committed. General office tasks include managing telephones and word processing in a fast-paced environment. This role functions as administrative support for various projects through the office of academic affairs as assigned. Under the direction of the Office Manager, the Administrative Assistant is responsible for administrative support for the Dean of Faculty, Dean of Educational Effectiveness, Director of Academic Administration, and other office staff.
Duties/Responsibilities
- Greet and direct visitors, answer phones
- Support the general email [email protected]
- Sort mail—twice a day
- Maintain/route newspapers, magazines and newsletters
- Scheduling for academic affairs staff as needed
- Order and manage faculty lounge coffee supplies and magic fridge drinks.
- Order and manage supplies for the office
- Maintain Academic Affairs bulletin boards
- Birthday Cards: Acquire signatures/send Birthday cards to faculty and administrative assistants. Each month secure list from HR, give to AA and staff for signature, send cards to faculty a few days prior to their birthday.
- Submit facilities and IT work requests as needed
- Assist in managing faculty, adjunct, visiting, GTA, reader, and grader data for Academic Affair.
- Assist in Commencement events; Chapel, BBQ, and Commencement Ceremony as needed.
- Assist with Student/Commencement Awards chapels: administrative tasks and communication between the departments and the award recipients
- Assist in events hosted by the Office of Academic Affairs as needed
- Assist with other administrative tasks as needed
- Must enjoy working with and interacting with others
- Strong written and verbal communication skills
- Able to communicate interdepartmentally
- Able to multi-task in a fast-paced environment
- Must have good organizational skills and attention to details
- Must have computer experience and be familiar with Microsoft Office Suite
- Must have strong telephone skills
- Must be flexible
- Must have positive personality
- Must have good attendance and be punctual
- Must be able to handle confidential materials
Education and Experience
- Bachelor’s degree preferred.
- Familiarity with DTS
- Proficiency in Microsoft Office Suite, including Word, Excel, Teams, and Forms
- Typing: 60 words per minute
- Familiarity with database systems
Physical Requirements
- Prolonged periods of sitting at a desk and working on a computer.
- Must be able to lift up to 15 pounds at times.
Skills Required
- Enjoy working with and interacting with others
- Strong written and verbal communication skills
- Ability to communicate interdepartmentally
- Ability to multi-task in a fast-paced environment
- Good organizational skills and attention to detail
- Computer experience and familiarity with Microsoft Office Suite
- Proficiency in Microsoft Word, Excel, Teams, and Forms
- Strong telephone skills
- Flexibility
- Positive personality
- Good attendance and punctuality
- Ability to handle confidential materials
- Typing speed of 60 words per minute
- Familiarity with database systems
- Bachelor's degree
- Familiarity with DTS
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The Company
What We Do
Dallas Theological Seminary is a non-denominational evangelical seminary founded in 1924, dedicated to equipping godly servant-leaders for the proclamation of God's Word and the building up of the body of Christ worldwide.
