Employment / Administrative Assistant
Acts as the lead resource for administrative support of the Dean of Education and the Executive Director 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 of the Dean’s Office operate smoothly and that all office needs are met. Works with many departments and various 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.
- 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 as directed. Effectively answers questions and concerns of parents; discerns when the Vice President of Academic Affairs or Vice President of Student Affairs 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, reserving cars, developing the travel summary, training new drivers and coordinating driving schedules, updating and assembling travel documents for the students, and their staff escorts.
- Project Management – Initiates, develops, and completes special projects that support the mission of SC, as needed or requested by the Vice President of Academic Affairs or Vice President of Student Affairs. 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, Color Guard processional & flag representation, 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 Vice President of Academic Affairs or Vice President of Student Affairs.
Skills / Qualifications
- A bachelor 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
Must give satisfactory evidence of having experienced the New Birth through Jesus Christ. Must give satisfactory evidence of having been obedient to the Lord in believer's baptism. Must willingly and without mental reservation subscribe to a high standard of personal separation from worldliness and to Jesus Christ as Lord. Shall be a member in good standing of a Bible-believing church of like faith and practice. Must accept the Articles of Faith last adopted by Shepherds Board of Directors without mental reservation. Is expected to attend the regularly stated local church services as work schedule will allow.
Shall have a physical exam, including chest x-ray or T.B. test which certifies freedom from communicable disease within 90 days before beginning employment. A medical report must be completed by the attending physician and filed with Shepherds prior to beginning employment. This exam and certification must be completed annually.
Shall have had a Hepatitis B vaccination within five years before beginning employment or be tested for Hepatitis B Surface Antigens within 90 days before beginning employment. A medical report must be completed by the attending physician and filed with Shepherds prior to beginning employment. Testing must be completed annually for all staff who have not received the Hepatitis B vaccination or after five years following Hepatitis B vaccination.
Shall have an understanding of, liking for, and respect for individuals with intellectual disabilities; a personality suitable for work with individuals with intellectual disabilities; and a capacity to perform the kinds of work required in this ministry.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. 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; 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 work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually moderate.
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