Administrative Assistant for Doctor of Ministry and Continuing Education

GENERAL SUMMARY: The administrative assistant for the doctor of ministry programs and continuing education office attends to the administrative needs and coordinates and the logistics of this office.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Academic Support

• Develop and maintain close working relationships with the Associate Dean, adjunct faculty, and the coordinators of the various D.Min. programs and attend to their administrative needs.
• Communicate with adjunct and full-time faculty who teach D.Min. courses and assist with course planning prior to the start date: confirming courses and teaching dates, housing, syllabi posting, processing receipts.
• Secure classroom space for all D.Min. and continuing education courses through the Facilities office.
• Prepare course evaluations and evaluation summaries for all courses.
• Work with the Associate Dean to plan a three-year course schedule for each D.Min. program.
• Manage and schedule student reviews and D.Min oral examinations in collaboration with the Associate Dean.
• Support the admissions process for students applying to certificate programs.
• Respond personally and in a timely manner to all forms of inquiries from current D.Min. and continuing education students; resolve both routine and complex inquiries or refer such inquiries to the appropriate person.
• Maintain a complete and accurate listing of students by program and cohort; enter biographical data of all incoming students into McCormick’s Power Campus system.
• Support the Associate Dean in a yearly audit of D.Min. transcripts and communication of student progress in their course-of-study.

Interdepartmental Action

• Collaborate with the Registrar’s office to maintain accurate current student lists, student transcripts, and reports of D.Min. enrollment and retention.
• Collaborate with the Admissions office regarding prospective D.Min. students and their status and respond to prospective student phone calls and emails. Maintain constant communication with the Admissions office and provide regular reports to the Associate Dean.
• Work with the Information Technology office to update content on the website (including coordinating the implementation of a course catalog for elective courses) and think creatively about social media.
• Collaborate with Human Resources on contracts for all D.Min. and certificate adjunct instructors, insuring that all instructors are paid in a timely manner.
• Collaborate with the Accounting office on student payments and other financial disbursements (adjunct reimbursements, lecturer honorarium, funds for hospitality).

Program Planning and Hospitality

• Receive students, prospective students, staff, faculty, and other visitors in a welcoming manner and direct individual concerns to the Associate Dean as necessary.
• Assist with planning details for public lectures and new programs in continuing education.
• Provide hospitality for D.Min. students during course weeks (snacks, catered lunches, Dean’s dinner).
• Plan and implement all formal D.Min. and continuing education receptions, meals, and other events in collaboration with the Events office.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:
• A bachelor’s degree with additional office management experience within a progressive institution is required; prior experience in higher education is preferred.
• Should be a self-starter with the ability to manage multiple priorities and projects, meet deadlines, and problem solve.
• High energy, attention to detail, the ability to organize effectively and work efficiently, and excellent communication skills in person and written form.
• Strong analytical skills and experience using databases (running reports, administering a degree audit) and other technology (Excel, Mail Merger, Word, PowerPoint, Ellucian PowerCampus and/or comparable higher education management platform).
• Ability to handle information of a confidential nature with discretion and professionalism.
• Enthusiasm for the mission, culture, and people of McCormick Theological Seminary.

GENERAL REQUIREMENTS:

1. Information regarding students and employees must remain confidential. Individuals who break confidentiality are subject to dismissal.
2. All employees shall avoid even the appearance of conflict of interest, special interest or any other inappropriate conduct.
3. Awareness of the Seminary’s multi-cultural environment with the ability to distinguish diverse characteristics and to work accordingly.
4. All employees are required to assist, where needed, at Seminary-wide events.

This description contains information and facts considered necessary to describe and evaluate this job fairly and equitably. This document should not be considered as a detailed description of all the work requirements performed, but as an indication of the duties and levels of skills required.

Interested applicants should send a cover letter and resume to Ashley Woodfaulk in the Human Resources Department at mccormickhr@mccormick.edu.

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