What are the responsibilities and job description for the Program Assistant position at Gordon Conwell Theological Seminary?
Overview
Gordon-Conwell Theological Seminary is a multidenominational, evangelical graduate school committed to equipping Christian leaders to think theologically, engage globally, and live biblically. With nearly 1,400 students across campuses in Massachusetts, North Carolina, Florida, and online, Gordon-Conwell’s student body represents more than eighty-five denominations and fifty countries. The seminary offers master’s and doctoral programs—delivered in English, Spanish, and Portuguese—that combine academic excellence, spiritual formation, and a deep commitment to Scripture. Its 12,000 alumni serve Christ through ministry in the church, the academy, and the workplace. Gordon-Conwell is accredited by the Association of Theological Schools, the New England Commission of Higher Education, and the Council for Accreditation of Counseling and Related Educational Programs.
Position Summary
This part-time position provides administrative support to the Master of Arts in Christian Counseling (MACC) program related to academic and clinical activities of MACC students and reports to the Associate Director of Graduate Programs in Counseling. This position works for 15 hours per week. He/she should be attentive to details, be able to multi-task, and be a self-starter. Additionally, the Program Assistant must be an effective communicator with GCTS faculty and staff as well as outside of the seminary.
Primary Responsibilities
Administrative Assistance:
• Perform administrative duties related to monitoring, responding to and taking appropriate action with emails to and from departmental emails
• Monitor and manage phone calls and messages that come into department
• Attend all departmental meetings and take meeting minutes
• Communicate information to students or faculty via email on behalf of the MACC department
• Communicate with Registration department regarding advisors, courses completed and checksheet updates
Confidential Record Keeping:
• Adhere to FERPA guidelines and maintain strict confidentiality and privacy with information related to applicants to the MACC Program, the academic files of students enrolled in the MACC Program, and graduates (alumni) from the MACC Program.
• Maintain securely and confidentially any User IDs and passwords for ordering materials or accessing software applications
• Work with Director and Associate Director of Graduate Programs in Counseling, and Clinical Training Coordinator for management of MACC student academic records to support graduation and licensure: (i.e. personal counseling forms, Practicum/Internship clinical documents, professional conference attendance, interview information, Mid-Program Evaluation, and Exit Evaluation)
• Compile packets for faculty for Exit Evaluations as needed
• Coordinate with CTC to maintain database of students in clinical rotations
• Coordinate with CTC to maintains database of all approved clinical training sites, clinical site supervisors, including appropriate documentation and training of clinical site supervisors
• Assist with collection and review of all paperwork pertaining to clinical placements and communicate deadlines to students
Communications & Events:
• Prepare MACC newsletter each semester
• Schedule meeting rooms for MACC program events
• Communicate with MACC applicants prior to and during interviewees
• Attend MACC applicant interviews and execute logistical details
• Assist in MACC Residency planning and coordination to execute logistical details
• Assist MACC staff with organizing and planning CE events for MACC Program
• Perform errands, such as ordering and picking up lunches, items needed for the MACC Program events
• Support and attend GCTS graduation in Charlotte
Required Competencies
• Administrative Skills: Soundly developed administrative and clerical skills, including organizational and coordination skills to serve multiple students and clinical sites.
• Discernment: Clear recognition and significance of confidentiality.
• Customer Service: Strong customer service skills with the ability to demonstrate empathy with students, coworkers, and constituents.
• Communication and Interpersonal Effectiveness: Must have strong written and verbal communication skills. Demonstrated ability to collaborate and serve in a team environment that requires collegiality and regular collaboration across multiple locations and modalities.
• Technical Knowledge: Experience with student information or similar system in a capacity accessing student records, course records, and creating and modifying data preferred. Competency with Microsoft Office, prioritizing Word, and Excel. Ability to use web conferencing software (e.g., Zoom) preferred.
• Reporting and Monitoring: Ability to generate reports and track student training and clinical hours.
• Clear understanding of the mission of the Seminary and willingness to abide by the Community Life Statement of GCTS.
Education and Experience
• Bachelor’s degree in related field required.
• 2 years of office management or general administrative experience in a related role.
Application Process
Please apply through Gordon-Conwell’s Career Center available here: https://www.gordonconwell.edu/employment/
Please include these documents in either Microsoft Word or PDF formats:
• A cover letter addressed to Adele Jordan, Associate Director of Graduate Programs in Counseling, explaining your interest in the position preferred.
• A formal CV that includes the names of at least three references required.
No hard copy materials, please. Opportunities to interview will be made available at the search committee’s initiative. Applications will be accepted until the position is filled.
