What are the responsibilities and job description for the Bilingual AA, DMin Program position at ASBURY THEOLOGICAL SEMINARY?
Position Title: Bilingual Administrative Assistant, Doctor of Ministry Program
Department: Doctor of Ministry
Reports To: Director, Doctor of Ministry Program
FLSA Classification: Non-Exempt
Hours: 37.5 per week
POSITION SUMMARY:
Serves as primary administrative support for the Director and Associate Director of the Doctor of Ministry (D.Min.) Program, and primary D.Min. student, faculty, and guest office contact.
ESSENTIAL FUNCTIONS:
Provides primary assistance for the D.Min. Program.
- Coordinates new and returning student residency preparation (in-person and virtual), including: creating and maintaining cohort-specific Google calendars; sending onboarding e-mails; assembling and distributing/shipping orientation materials (registration components, other student-related paperwork); and purchasing and distributing/shipping swag
- Assists faculty with residency-related travel and accommodations, as requested Coordinates event planning for D.Min. students (e.g., catered meals during residencies, D.Min. graduates' celebration dinner)
- Manages faculty, Dissertation Coach, and guest contracts (preparation, distribution, and receipt) for course instruction, dissertation mentoring, and dissertation editing Coordinates dissertation-project 3-chapter and 5-chapter reviews, and 5-chapter editing process, between D.Min. students, Dissertation Coaches, Dissertation Review Team, and editors
- Coordinates dissertation final copy printing, binding, and distribution/shipping to graduates, Dissertation Coaches, and Library archives
- Composes and sends outbound communication via email, phone, and letter to D.Min. students regarding course registration, program status, graduation, and other communication as needs arise
- Serves as D.Min. first contact for students, faculty, staff, and guests, responding to all inbound communication to email inbox, phone number, and mailbox
- Manages content for new, current, and alumni student records in FileMaker Pro
- Prepares physical classroom materials for all D.Min. face-to-face courses
- Performs other duties as assigned by the Director and Associate Director, D.Min. Program and Associate Provost of Lifelong Learning
OTHER RESPONSIBILITIES
- Provides general D.Min. team support
- Ships packages and documents both domestically and internationally
- Attends all scheduled D.Min. team meetings
- Encourages and assists visiting D.Min. students on an as-needed basis
- Learns responsibilities of others in order to cover tasks when needed during absence
- Oversees general program logistics, document filing, meeting room reservations, front office reception, telephone coverage, and hospitality to students, faculty, and guests
- Adapts assigned duties as necessary for completion of prioritized tasks
FINANCIAL RESPONSIBILITY/AUTHORITY
- Processes student, faculty, staff, and guest requests for payment and travel expense reports as they relate to the D.Min. Program
- Manages Ramp card usage and documentation (receipts, memo line, account number)
TOOLS & EQUIPMENT
- Gmail, Microsoft Office applications, FileMaker Pro, Canvas, CampusNexus, virtual EMS, Zoom, phone/voicemail, printer/scanner/copier
Qualifications:
EDUCATION /CERTIFICATION /TRAINING /EXPERIENCE
- Bilingual-English and Spanish proficiency in speaking, reading and writing
- Highly organized, detail-oriented, and self-motivated
- Ability to organize, prioritize work, and meet deadlines
- Knowledge of standard office policies and procedures
- Skilled in Microsoft Office applications
- College-level coursework in secretarial and administrative office skills or equivalent education or experience; OR
- Four-years office experience, including two years as a secretary; OR
- Any equivalent combination of experience, training and/or education approved by Human Resources