Employment / Administrative Assistant
SUMMARY
Acts as the lead resource of administrative support for the Education staff of the college. Responsible for coordinating student travel and commencement, reserving meeting rooms, ordering office supplies, and maintaining office equipment and filing systems. Ensures that all functions operate smoothly and that all office needs are met. Works with many departments and a wide variety of personnel to resolve or coordinate academic projects, faculty needs, and student needs.
ESSENTIAL DUTIES AND RESPONSIBILITIES
include the following. Other duties may also be assigned:
- Report Preparation – Compiles, manages and/or distributes various reports, student enrollment, attendance, demerit record, report cards, demographics, family contacts, etc.
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Communication – Coordinates communication materials and updates mailing lists or e-mail distribution lists for major annual events, including Opening Weekend, Christmas card distribution, and Commencement. Maintains accreditation communication file. Types and e-mails meeting notes. May draft letters and thank you notes and respond to requests from the Campus Director as directed. Effectively answers questions and concerns of parents; discerns when the Campus Director should be notified or involved.
- Student Travel – Supervises student travel arrangements six times per year, including but not limited to coordinating flight schedules with parents, developing the travel summary, and updating and assembling travel documents for the students and their staff escorts.
- Project Management – Completes special projects that support the mission of Shepherds College®, as needed or requested by the Campus Director. Works to coordinate with any other personnel or departments involved and updates status and communicates progress of projects to all parties concerned.
- File Organization/Maintenance – Establishes, maintains, and helps organize electronic and paper files related to the faculty, staff, students, and alumni.
- Calendar Scheduling – Coordinates, schedules, and maintains master calendar for SC-related events; communicates with other departments to resolve scheduling conflicts.
- Commencement – As part of the Commencement Committee, leads the coordination of annual commencement activities including: baccalaureate, speaker details, enlisting and training ushers, creating the baccalaureate program and pulpit script, Friday reception program, the commencement program and pulpit script, room reservations, auditorium layout, music, decorations, safety, and parking. Orders caps and gowns; orders and coordinates invitations; creates certificates of completion.
- Additional Responsibilities may include assignments in the classroom or support in residential life as determined by the Campus Director.
Skills / Qualifications
- A bachelor's degree is preferred
- Ability to operate office equipment including copier, laminator, paper cutter, etc.
- Computer skills, including proficiency in Microsoft Office Suite
- Effective communication skills, including verbal and written communication
- Strong organizational skills; careful attention to details
- Possess a high level of professionalism, including the ability to maintain strict confidentiality
QUALIFICATIONS
To perform this job successfully, an individual must be able to satisfactorily perform each essential duty listed above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
All new employees are required to pass a physical examination, be tested for and be free of TB and be tested for and free of Hepatitis B (or start the Hepatitis B vaccination series), all within the 90 days immediately prior to starting employment. Shepherds assumes payment for the cost of the physical and TB test as described above and will pay the cost of the chest x-ray and reading if one is required, as well as any Hepatitis B testing or immunization. All additional costs are assumed by the employee.
ALIGNMENT WITH OUR MISSION
Employee shall commit to the mission of Shepherds College, which is to educate and train students with intellectual and developmental disabilities by equipping them to reach Appropriate Independence™ (Ai) through the development of vocational, social, and life skills while inspiring a lasting awareness of God’s plan for their lives. Employee shall have a deep understanding of Ai and its guiding principles, as Ai is the foundation of our education and training programs here at Shepherds College.
ALIGNMENT WITH OUR CULTURE
Employee must be in alignment and in agreement with the eight key behaviors that shape our culture here at Shepherds College: 1) Model Christ-Likeness - Point others to Jesus through our actions and words; 2) Be Creative - Practice strategic innovation; 3) Pursue Excellence – Whatever it is, make it better; 4) Maximize Strengths - Cultivate the value and potential of every individual; 5) Promote Professionalism – Present the best you, always; 6) Work Together – Collaborate to fulfill our mission; 7) Embrace Accountability – Own the process and the outcome; 8) Experience Gratitude – Recognize and affirm the good.
ALIGNMENT WITH OUR FAITH
Employee must be in full alignment and agreement with the Shepherds College Statement of Faith and Biblical Responsibilities of Shepherds Staff. Employee must be part of a faith community that is aligned with traditional protestant Christian faith.
REASONING ABILITY
Must have the ability to apply common sense understanding to carry out instructions furnished in written, oral, diagram, or schedule form. Must be able to deal with problems involving several concrete variables in standardized situations.
PHYSICAL DEMANDS
The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to stand and sit. The employee is occasionally required to walk and reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.
Become a vital part of the Shepherds College mission!