Senior Administrative Assistant, Ministerial Formation

Position Summary:

      Performs administrative and office support activities for one or more supervisors. Duties may include fielding telephone calls, receiving and directing visitors, word processing, oversight of various committees and events, and general office activities.

Responsibilities:

• Provide administrative support to the Dean of Ministerial Formation, Director of Master of Divinity(MDiv)/Residential Alternate Route (RAR) programs, and Director of Personal Growth/Leadership Development (PGLD).
• Coordinates administrative support for all Ministerial Formation programs (Residential and Distance).
• Manage and maintain the calendar for the Dean, Director of M.Div./RAR, and Director of PGLD.
• Draft correspondence, memoranda, etc. as needed for the Dean and directors.
• Organize and manage all electronic office and student files (Residential and Distance Education). 
• Receive and screen visitors and calls, answer inquiries and exercise judgment in determining priorities.
• Appropriately maintain confidential information.
• Refers student requests to the Dean or other appropriate departments of Ministerial Formation.
• Provide students with appropriate information and responses to inquiries.
• Coordinate communication between the various Ministerial Formation departments.
• Assists Ministerial Formation Student Consultation Committee (MFSCC) with preparation of agenda and dissemination of information to committee members. Processes minutes to student files.
• Coordinates all aspects of Orientation with the Orientation Core Committee, Ministerial Formation program directors/assistant directors and applicable campus offices.
• Works with the Dean and campus departments to update the Student Handbook annually.
• Assists program directors in processing leaves of absence, withdrawals and dismissals.
• Prepares and maintains a list, in consultation with Ministerial Formation directors and Director of Certification, of all Ministerial Formation program students looking to be placed in the current academic year.
• Maintains a list of students who are deferred and contact them yearly to renew or end deferment.
• Assist the Dean in distributing and receiving budget requests in the annual budget process.

Specific to Director of Personal Growth/Leadership Development (PGLD):

• Assists with set up and administration of assessments.
• Reserve rooms for presentations and other needs of director.
• Assists director with purchase of assessments.
• Processes assessment results.
• Sets up and maintains electronic files for PGLD.
• Sets up and tracks appointments for assessment debriefs.
• Coordinates all aspects of setting up and maintaining calendar and student files for contracted assessment debrief assistant.
• Maintains PGLD director calendar.
• Monitors PGLD budget.
• Tracks and sets up files of Enrollment’s request for prospective students to meet with the PGLD director.

Specific to Director of the Master of Divinity (MDiv)/Residential Alternate Route (RAR) Programs:

• Processes p-card purchases and statements.
• Assists the director with Student Association (SA) matters, including sending out email on SA behalf and processing check requests.
• Maintains director’s calendar.
• Sets up student meetings with director.
• Assists in the planning and coordination of bi-annual Faculty Student Review.
• At the director’s direction, sends various emails to students, faculty and staff.
• Prepares MFSCC material for the director.

QUALIFICATIONS:

• Proficiency in  using computer applications such as Internet Explorer and Microsoft Office Suite, especially MS Word, Outlook, Excel, and Powerpoint.
• Experience as an Administrative Assistant to a Dean or department head in an academic environment strongly preferred.
• Thorough knowledge of office procedures and practices.
• Must have strong organizational, communication, and interpersonal skills with the ability to interact with a diverse group of people within the CSL community and external to it.
• Must be able to function and interact as a team.