FT - Administrative Assistant, Counseling Ministries

• Be in the office by 8 am to ensure someone is available to answer phone calls and direct visitors to appropriate offices.
• Indicate when you will return when leaving your office.
• Answer phone calls and direct calls to appropriate parties or take and deliver messages.
• Greet visitors and determine whether they should be given access to specific individuals, which includes the setting of appointments.
• Regularly check email, when arriving at 8 am, then hourly thereafter, addressing needs and issues within the day.
• Regularly check phone messages, when arriving at 8 am, then hourly thereafter forwarding messages as appropriate, or answering messages within the day.
• Open, sort and distribute incoming correspondence, both off campus mail and interoffice mail/materials twice daily.
• Maintain professors’ calendars in Microsoft Outlook, including posting courses, chapels, department meetings, committee meetings, appointments, office hours, travel schedules, etc.
• Send reminders to appointees 1 day before appointments asking them to confirm.
• Type reports, memos, letters and help with other documents with proficiency using Microsoft Office Suite software programs (Word, Excel, PowerPoint).
• Record, type and distribute meeting minutes.
• Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
• Perform general office duties such as maintaining copy/printers and ordering supplies, maintaining and ordering office supplies, making photocopies, collating notes/handouts, scanning documents, faxing documents, etc.
• Keep work area clean, organized and sorted with timely disposal of old and no longer needed items.
• File and retrieve documents, records and reports.
• Maintain access to all campus forms.
• Make travel arrangements for faculty.
• Complete and file expense reimbursement reports for faculty.
• Upload Syllabi to Simple Syllabus for all CM Department courses each semester.
• Manage grader applications by preparing grader acquisition forms and ensuring timely filing each semester.
• Maintain and approve Paycom time records for graders.
• Schedule weekly Department meetings and securing meeting space with Teams capabilities.
• Help coordinate and schedule the CM Department meeting immediately following faculty workshop the Thursday before the Fall semester starts
• Complete forms required for reserving rooms and arranging food service for various classes and events.
• Run errands including delivery of student papers to file folders and picking up correspondence from other departments and offices on campus.
• Assist the Department chair with oversight of the departmental budget ensuring all expenses are properly debited from correct accounts and tracking expenditures and overages.
• Order resources for faculty.
• Manage the ordering, distribution, and reimbursement of course materials, including Prepare/Enrich and RelateStrong by distributing student access codes, ensuring access to required materials, and coordinating with the DTS Business Office to process reimbursements and accurately charge student accounts.
• Assist the CM Department Chair and MAC Clinical Coordinator in administering Supervision Assist for MAC CACREP students.
• Coordinate and schedule Stage 2 interviews for MAC students, collaborate with faculty on scheduling, and communicate results to students.
• Support the CM Department Chair in managing the department schedule by coordinating faculty communications and submitting scheduling requests to the RO's Office.

• Proven administrative assistant skills, including use of the telephone system
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Positive personality
• Professionalism
• Ability to work in a team environment

Salary : $15 - $19