What are the responsibilities and job description for the Admin Asst MAPMin Hispanic position at Andrews University?
This position serves the MA Pastoral Ministry – Hispanic Track and the Institute of Hispanic Ministries. The administrative assistant manages the workflow of the Program and Institute, which includes creating and maintaining official records, providing academic advising to students, and providing information to students and visitors. In addition, the Admin’s work goes beyond the needs of the Program/Institute and includes responsibilities of various types related to the operations of the Seminary, as directed and assigned by the Dean's office.
Must be a Seventh-day Adventist in good and regular standing.
2. Able to communicate well in English and Spanish.
3. Screens incoming calls and correspondence and responds independently when possible.
4. Acts as custodian of program documents and records.
5. Responsible for academic record keeping for all students.
6. Creates and maintains a student database and spreadsheet files.
7. Keep record of students who qualify for Honors Society, communicating information
8. pertaining to membership.
9. Keep course record of students—Check Sheet.
10. Respond to and advise students toward academic completion and graduation.
11. Guide students through the registration process using appropriate university resources, as well as recommending necessary changes.
12. Coordinates NAD extension intensives and on-campus intensives.
13. Monitors courses and coordinates teaching dates with course instructors and respective extension sites.
14. Reviews the course syllabi checking to meet the academic requirements and ensuring early availability to the students.
15. Request syllabi from professors seven months before the beginning or the courses.
16. Guide contract professor on how to edit the syllabi in LearningHub.
17. Manages expense report and guides contract professors on how to complete their reports in Emburse.
18. Ascertains that the sites’ classrooms are open on time the first day of classes. As a backup, provides each professor with the phone number of the site’s coordinator to make sure the classroom is open at least 20 minutes before the beginning of the course allowing professors and students time to set their equipment.
19. Maintains and updates the MAPM website, continually updating the 4-year schedule with accurate course information and registration numbers.
20. Backup the Director by facilitating all activities and information regarding the program.
21. Responsible for supplying necessary documents for an admission decision for incoming students.
22. Other duties as assigned by Director and/or Dean’s Office
Periodic Duties:
1. Creates monthly newsletters featuring important updates and deadlines.
2. Send several registration reminders before each semester’s registration deadline.
3. Monitoring student registration each semester.
4. Sends out regular reminders to professors and students regarding upcoming intensives.
5. Send regular graduation application reminders.
6. Send regular reminders to professors and students about grading deadlines for
7. Incompletes.
8. Completing graduation recommendations and necessary petitions for the students to meet
9. the bulletin requirements.
10. Archive student folders after program completion and graduation.
11. Creates academic check-sheets for all students upon admission to the program and updates them each semester.
12. Review incoming students’ transcripts for transfer credits and creating Transfer Credit Petitions.
13. Researches and publishes annual academic check-sheets for all students.
14. Keep record of students who qualify for Honors Society, communicating information pertaining to membership.
15. Creates biannual reports of student enrollment to each conference and Union.
16. Creates annual reports for the NAD.
17. Monitors the need of office supplies and placing the orders.
18. Other duties as assigned
assigning, and directing work; and evaluating performance.
Education and/or Experience: Bachelors’ degree preferred; two to four years work related experience and/or training. Experience in a busy office setting is highly preferred. Proven people skills are required.
General office skills: required for both modern digitalized and traditional settings.
Language Skills: Excellent verbal and writing skills in English required.
Mathematical Skills: Basic skills in handling budgets and other financial reports are required.
Accuracy: Able to do careful work with details to produce error-free documents and reports.
Multitasking: must be able to work with many professors and multiple departments and academic programs.
Language Skills:
Ability to read, analyze, and interpret general academic information in English and Spanish.
Writing ability for reports and business correspondence in both languages.
Able to effectively present accurate program information, as well as professionally respond to
administrators, students, and potential students.
Mathematical Skills:
Ability to calculate figures and amounts such as discounts, proportions, percentages, multiply, totals, etc. Ability to assist Program Director with budgets, fill in contracts, and other financial reporting, as needed.
Reasoning Ability:
Ability to solve practical problems and deal with a variety of concrete variables in situations
where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Must be a Seventh-day Adventist in good and regular standing.
Digital literacy and competence: Zoom, LearningHub, Microsoft Office programs: Outlook, Word, advanced skills in Excel, PowerPoint creation, digital technology for hybrid meetings and instructions, and AI technology. Capable of learning University academic record keeping programs as well as web use and management.
2. Must have a warm and friendly personality and be able to convey that over the phone or online.
3. Must be willing to help "clients" according to their needs.
4. Must be willing to interact on a professional level with all, including seminary faculty and staff.
5. Must be a team player who fits comfortably with the office atmosphere and philosophy of advocacy.
6. Daily contact with and collaboration with the program director. Regular contact with professors, administrative assistants, graduate assistants, enrolled and perspective students most of which is on the phone, or online via email, Zoom/Teams meetings, WhatsApp, etc.
2. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk. Specific vision abilities required by this job include close vision, and ability to adjust focus.
The noise level in the work environment is usually moderate.
Qualifications summary
Bachelors degree preferred and experience in busy office setting. Proven organization and people skills. Strong communication skills. Ability to work independently and manage multiple tasks and deadlines. High level of organizational skills and attention to detail required. A role model of commitment to the message, mission, and lifestyle practices of the Seventh-day Adventist Church.Must be a Seventh-day Adventist in good and regular standing.
Duties and responsibilities
1. Front-line phone receptionist regarding program.2. Able to communicate well in English and Spanish.
3. Screens incoming calls and correspondence and responds independently when possible.
4. Acts as custodian of program documents and records.
5. Responsible for academic record keeping for all students.
6. Creates and maintains a student database and spreadsheet files.
7. Keep record of students who qualify for Honors Society, communicating information
8. pertaining to membership.
9. Keep course record of students—Check Sheet.
10. Respond to and advise students toward academic completion and graduation.
11. Guide students through the registration process using appropriate university resources, as well as recommending necessary changes.
12. Coordinates NAD extension intensives and on-campus intensives.
13. Monitors courses and coordinates teaching dates with course instructors and respective extension sites.
14. Reviews the course syllabi checking to meet the academic requirements and ensuring early availability to the students.
15. Request syllabi from professors seven months before the beginning or the courses.
16. Guide contract professor on how to edit the syllabi in LearningHub.
17. Manages expense report and guides contract professors on how to complete their reports in Emburse.
18. Ascertains that the sites’ classrooms are open on time the first day of classes. As a backup, provides each professor with the phone number of the site’s coordinator to make sure the classroom is open at least 20 minutes before the beginning of the course allowing professors and students time to set their equipment.
19. Maintains and updates the MAPM website, continually updating the 4-year schedule with accurate course information and registration numbers.
20. Backup the Director by facilitating all activities and information regarding the program.
21. Responsible for supplying necessary documents for an admission decision for incoming students.
22. Other duties as assigned by Director and/or Dean’s Office
Periodic Duties:
1. Creates monthly newsletters featuring important updates and deadlines.
2. Send several registration reminders before each semester’s registration deadline.
3. Monitoring student registration each semester.
4. Sends out regular reminders to professors and students regarding upcoming intensives.
5. Send regular graduation application reminders.
6. Send regular reminders to professors and students about grading deadlines for
7. Incompletes.
8. Completing graduation recommendations and necessary petitions for the students to meet
9. the bulletin requirements.
10. Archive student folders after program completion and graduation.
11. Creates academic check-sheets for all students upon admission to the program and updates them each semester.
12. Review incoming students’ transcripts for transfer credits and creating Transfer Credit Petitions.
13. Researches and publishes annual academic check-sheets for all students.
14. Keep record of students who qualify for Honors Society, communicating information pertaining to membership.
15. Creates biannual reports of student enrollment to each conference and Union.
16. Creates annual reports for the NAD.
17. Monitors the need of office supplies and placing the orders.
18. Other duties as assigned
Supervisory responsibilities
Directly supervises a graduate assistant including interviewing, hiring, and training; planning,assigning, and directing work; and evaluating performance.
Qualifications
To perform this job successfully, an individual must be able to perform each of the essential duties listed above satisfactorily. The requirements listed here are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.Education and/or Experience: Bachelors’ degree preferred; two to four years work related experience and/or training. Experience in a busy office setting is highly preferred. Proven people skills are required.
General office skills: required for both modern digitalized and traditional settings.
Language Skills: Excellent verbal and writing skills in English required.
Mathematical Skills: Basic skills in handling budgets and other financial reports are required.
Accuracy: Able to do careful work with details to produce error-free documents and reports.
Multitasking: must be able to work with many professors and multiple departments and academic programs.
Language Skills:
Ability to read, analyze, and interpret general academic information in English and Spanish.
Writing ability for reports and business correspondence in both languages.
Able to effectively present accurate program information, as well as professionally respond to
administrators, students, and potential students.
Mathematical Skills:
Ability to calculate figures and amounts such as discounts, proportions, percentages, multiply, totals, etc. Ability to assist Program Director with budgets, fill in contracts, and other financial reporting, as needed.
Reasoning Ability:
Ability to solve practical problems and deal with a variety of concrete variables in situations
where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Must be a Seventh-day Adventist in good and regular standing.
Technical competencies
Equipment and devices: Use of a computer, photocopier, scan, faxDigital literacy and competence: Zoom, LearningHub, Microsoft Office programs: Outlook, Word, advanced skills in Excel, PowerPoint creation, digital technology for hybrid meetings and instructions, and AI technology. Capable of learning University academic record keeping programs as well as web use and management.
Interpersonal interactions
1. Must feel and act comfortably with all who interact with this office: students, faculty, staff, church leaders and pastors.2. Must have a warm and friendly personality and be able to convey that over the phone or online.
3. Must be willing to help "clients" according to their needs.
4. Must be willing to interact on a professional level with all, including seminary faculty and staff.
5. Must be a team player who fits comfortably with the office atmosphere and philosophy of advocacy.
6. Daily contact with and collaboration with the program director. Regular contact with professors, administrative assistants, graduate assistants, enrolled and perspective students most of which is on the phone, or online via email, Zoom/Teams meetings, WhatsApp, etc.
Physical demands
1. The physical demands described here are representative of 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 the essential functions.2. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk. Specific vision abilities required by this job include close vision, and ability to adjust focus.
Work environment
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 the essential functions.The noise level in the work environment is usually moderate.