Senior Administrative Assistant to the President and Dean of the Faculty

GENERAL SUMMARY: The Senior Administrative Assistant reports to both the President and the Dean of the Faculty/Vice President for Academic Affairs. This person manages the Office of the President and Academic Affairs and provides administrative support to both the President and Dean. This position coordinates the work of the Board of Trustees and takes minutes for the Board of Faculty meetings. The Senior Administrative Assistant is responsible for representing the President’s office and Academic Affairs with a professional demeanor, hospitality, and efficiency; organizing special events as designated by the President and Dean, particularly Convocation and Commencement. In addition to administering special projects; maintaining and administering budgets for the two offices; maintaining accurate faculty records; maintaining the Academic Affairs calendar, departmental files and records; receiving and responding to visitors. This person will also work with supervisors to provide timely communications, proposals, and reports in conjunction with email and telephone responsibilities.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Manages the Office of the President and Academic Affairs and serves as communicating link amount the various constituent groups of the seminary—board, administration, and faculty. Coordinates, organizes, and provides support for special projects including faculty searches, reviews, and inaugurations.

2. Works with the Dean and President to manage and coordinate incoming and outgoing correspondence, telephone calls, and the scheduling of meetings and appointments.

3. Organizes and coordinates all activities and details related to the opening Convocation service and the numerous events related to Commencement.

4. Coordinates arrangements for the Board of Trustee meetings, Executive Committee, and special committees, including scheduling, locations, meals, and travel as needed.

5. Provides timely Academic Affairs information to the McCormick Institutional Website Calendar.

6. Works with the Dean of the Faculty to provide support for the orientation new and visiting faculty members.

7. Maintains accurate budget records for the Offices of the President and Academic Affairs and processes vouchers and expenses. Monitors and maintains faculty development funds. Provides assistance in Academic Affairs in budget procedures.

8. Provides staff support and takes minutes for various meetings and committees, including the Board of Trustees (three per year), the Executive Committee of the Board (three per year), the Education Policy and Program Committee of the Board of Trustees (three per year), and full faculty meetings. Specifically writes and distributes minutes of committee meetings, prepares and distributes materials and reports as needed.

9. Supports the Dean with maintenance of accurate records and charts of faculty histories, retirements, sabbatical leaves, and faculty load.
10. Coordinates all correspondence, materials, files, and arrangements for faculty reviews and searches.

11. Maintains all departmental files for the Office of the President and Academic Affairs and oversees the implementation of the records management programs of the Academic Affairs Office.

12. Performs additional related duties and responsibilities as assigned.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

1. Strong organizational and administrative skills with the ability to manage and effectively coordinate the work-flow generated in a complex office environment and the ability to coordinate and oversee multiple projects.
2. Some knowledge of the church, denominational, and/or Seminary organizational structure, vocabulary, commitments and concerns.
3. Personable, experienced individual with excellent communication skills and telephone presence to relate with a variety of people, including trustees, distinguished guests, students, faculty, staff, denominational and ecumenical church leaders.
4. Dependable individual with initiative to work with limited supervision and the ability to supervise and coordinate the work of others.
5. Ability to write, edit and proofread correspondence and reports. Excellent word processing skills, with a minimum of two years’ experience.
6. College degree preferred with at least five years of executive administrative assistant experience, with preference for a person with experience in higher education.

GENERAL REQUIREMENTS:

1. Information regarding students and employees must remain confidential. Individuals who break confidentiality are subject to dismissal.
2. Experience with and demonstrated quality using Microsoft Office tools, including Word, Excel, Outlook, and other office tools to create professional and high quality products for the respective seminary audiences.
3. Ability to use Power Campus by Ellucian and familiarity with Raiser’s Edge database software.
4. All employees shall avoid even the appearance of conflict of interest, special interest or any other inappropriate conduct.
5. Awareness of the Seminary’s multi-cultural environment with the ability to distinguish diverse characteristics and to work accordingly.
6. All employees are required to assist, where needed, at Seminary-wide events.

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