Position Title: Administrative Assistant

Department: Roberts Library

FLSA Status: Non-Exempt, Hourly

Full-Time

Southwestern Baptist Theological Seminary is seeking individuals with administrative skills to support executives, school deans, program directors, and both business and academic department offices. Available positions vary in required experience.

Standard of Christian Commitment

The divine mission of the Seminary mandates that all personnel must demonstrate a commitment to the purposes of the Seminary. Every employee shall be an active member of a local church of believers in Jesus Christ as Lord and Savior. It is expected that conduct becoming a follower of Jesus Christ will be portrayed in the community.

Essential Job Functions / Responsibilities

• Provide day-to-day administrative assistance and clerical support.

• Keeps supervisor’s calendar, makes appointments, schedules meetings, and makes necessary travel arrangements.

• Answering telephone calls, greeting visitors and processing mail/email.

• Answers a variety of routine inquiries which require knowledge and an understanding of the organization, programs, and procedures related to the work.

• Assist supervisor in using Colleague to generate evaluations and performance reviews.

• Assist in the on-boarding, process employment requests for salary adjustments, transfers, and employment separations. This includes directing new personnel in their roles and coordinating information between the department office and HR.

• May include some supervision of part-time staff.

• Will be responsible for timekeeping of hourly staff within department and ensuring final timecards are accurate and approved by payroll deadlines.

• Processes expense vouchers and credit card statements for supervisor.

• Assists with ad hoc committee projects as needed.

• Establishes and maintains office files.

• Under the direction of one’s supervisor, keep current records on the faculty/staff including appropriate personal files, the department structure, organizational charts, rank and tenure, chairs and professorships, sabbatical leaves, and seniority.

• Keep department personnel informed of due dates.

• Assist supervisor in preparing monthly meeting agendas; attend meetings, take minutes, and prepare minutes for distribution.

• Create reports accurately and timely.

• Effectively navigate and use organization systems, policies, and procedures to achieve goals and performance expectations.

• Maintain the department budget keeping supervisor abreast of thresholds and work with the supervisor and department personnel to create annual budget.

• Assist with information required to maintain organizations distribution lists, communications, and publications.

Skills / Requirements

• Proficient with computers, especially Microsoft Office applications, Word, Excel, PowerPoint, Outlook, Access, Publisher, Colleague, Weave, and Internet Explorer.

• Able to maintain concentration on detailed work while handling frequent interruptions by telephone or in person.

• Excellent organizational and communication skills.

• Take initiative and anticipates needs of supervisor and department.

• Takes good notes and asks questions to ensure requirements are being achieved.

• Conscientious of professional dress attire and be punctual.

• Excellent verbal and written communication skills.

• Exhibit exemplary social skills and ensure considerate interactions with a diverse population while representing Christian values.

• Exhibit a humble, patient, and collaborative spirit.

• Possess a strong work ethic and initiative.

Qualifications / Education:

• Educational level varies based on specific administrative position. Minimum some college to college graduate or equivalent experience.

• Experience level requirements vary by position. Executive Administrative assistant minimum three years with one year of supervisory experience. Program and part-time assistance require some work experience.

• Successful completion of background check, MVR, and credit check may be required.

Supervision:

• Limited based on department being supported and supervisor discretion.

• Report directly to the executive, dean or program director.

Decision-Making Responsibilities:

• Under supervision, daily decisions concerning the activity of the office, concerning faculty/staff requests in the absence of supervisor, decisions concerning budget requests within limits, regarding needs and requests by other support staff members, decisions concerning registration regarding classes, work with the supervisor in making decisions about computing projects and needs, etc., and ordering supplies for the office.

Exposure to Confidential Information

• Yes. Keeping of personal and confidential material pertaining to all faculty, staff, and students. Materials include student grades, personal information, and confidential correspondence. Failure to comply with proper handling of confidential material will result in immediate dismissal.

Physical Requirements

• Physical able to sit for long periods of time.

• Able to use computer for extended periods of time and move about office to interact with other staff members.

• Able to attend meetings on site.

• Must be able to perform occasional overhead reaching, bending, stooping, twisting, and kneeling.

• While performing the duties of this job, the employee is regularly required to talk and hear.

• Specific vision abilities required by this job include close vision and ability to adjust focus.