Office Coordinator, Graduate School of Ministry

GENERAL OBJECTIVES: 

The Office Coordinator reports directly to the Dean (or Associate Dean in the absence of the Dean) of the Graduate School of Ministry (GSOM).

QUALIFICATIONS: 

1. A personal commitment to Christ with qualities of a servant leader.
2. A cooperative attitude toward DBU’s goals, an understanding of the University, and caring for DBU students.
3. The ability to organize, manage, solve problems, and work well in collaborative projects.
4. The ability to simultaneously complete tasks while delegating other appropriate workload to Student Workers.
5. Computer skills, including Word, Excel, and PowerPoint.
6. Ability to organize and store sensitive information, with an overview of filing procedures.
7. Willingness to learn other skills necessary to the fulfillment of job duties.
8. A focus on detail while attending to multiple tasks and ability to prioritize tasks.
9. A willingness to work toward reaching goals, objectives, and deadlines as assigned.
10. A Bachelor’s degree and/or equivalent prior secretarial experience are desired.
11. A self-starter continuing to develop professionally.

RESPONSIBILITIES:

1. Manage phone system and correspondence. Process phone calls, emails, and mailings.
2. Be responsible for coordinating appointments, timelines, calendar dates, and classroom reservations for the GSOM and its programs.
3. Assist with the budgeting process and maintain purchase orders for the GSOM programs (this includes generating, processing, and recording all purchase orders.)
4. Responsible for office organization and filing system. Manage hardcopy and digital records.
5. Responsible for Enrollment Management processes for the GSOM degree programs.
6. Assist with the Schedule of Classes, syllabi, bibliographies, and textbook orders for the GSOM degree programs.
7. Maintain the Policy and Procedure Handbook for the office.
8. Help with orienting and working to train full-time and part-time faculty and staff.
9. Supervise, train, and coordinate student workers, approve timecards, and schedule work assignments.
10. Maintain office supplies inventory with Dean’s assistant.
11. Attend staff meetings, take notes, and follow up as needed. Distribute information to staff.
12. Coordinate and manage the departmental workflow.
13. Provide word processing and proofing as needed. Assist with special PR projects, i.e. graduate catalog, web, brochures, stationary, and marketing pieces.
14. Maintain maintenance and servicing of the office equipment (printers, phones, computers, shredder, etc.).
15. Provide information in a timely manner, as needed, to the various administrative offices on campus using the appropriate procedures and forms.
16. Ensure that personal and sensitive information is handled in a confidential manner, i.e. student information, faculty/staff information, and university information.
17. Assist with planning, managing, and running special events and hosting GSOM University guests.
18. Assist the program directors, Dean’s Administrative Assistant, and Dean in preparing and submitting documents for various other university procedures such as SACSCOC reporting, enrollment reporting, financial aid analysis reports, and program curriculum forms for Graduate Curriculum Committee.
19. Assist students with advising, registration, scholarship, and scheduling questions.
20. Maintain Piper and endowed scholarship spreadsheets.
21. Provide excellent service to program directors, faculty, adjuncts, students, and staff.
22. Various duties as assigned by the supervisor.

WORK SCHEDULE: 

The Office Coordinator will work 40 hours per week, 8-5 with an hour for lunch. Some variations to the standard 8:00 am to 5:00 pm workday happen occasionally, and additional hours may be needed for special projects.

WORK LOCATION: 

This position will work on the main campus, located at 3000 Mountain Creek Parkway, Dallas, TX 75211

Qualifications:

1. Must be a Christian who is a committed follower of Jesus Christ.
2. Must be an active member of a local Baptist church that holds Jesus Christ to be Lord and Savior, and who holds solely the 66 books of the Old Testament and the New Testament as sacred Scriptures. Preference may be given to BGCT church membership.
3. DBU requires employees to follow all University policies and procedures, which exist to support the Christian mission of DBU and includes, but is not limited to, a Christian Code of Conduct. Click here to read