Administrative Assistant and Coordinator, University Ministries

Position Title Administrative Assistant and Coordinator, University Ministries

Position Number

Position Number S102PD

Branch

Branch University Ministries (BR)

Division

Division University Ministries (DIV)

Department

Department University Ministries

Location

Location Jackson

FLSA

FLSA Non-Exempt

Job Summary

This position is responsible for providing administrative support to the Office of the Vice President for University Ministries and Dean for the School of Theology and Missions.

About Union University

Founded in 1823, Union University is a private, coeducational liberal arts-based university offering bachelor’s, master’s, and doctoral degrees, with a total enrollment of about 2,600. The main campus is located in Jackson, Tenn., with additional campuses in Memphis and Hendersonville. A national leader among colleges and universities in promoting a Christian worldview and a Christ-centered approach to education, Union is consistently ranked among the nation’s premier Christian universities.

• Be a welcoming, solution-oriented resource for students and our community.
• Provide administrative assistance to the VP/Dean, including word processing, copying, faxing, and phone duties. Prepare correspondence, reports, and other communication items. As needed, create and maintain spreadsheets, charts, tables, PowerPoint presentations, etc.
• Manage calendar for the VP/Dean, scheduling meetings and appointments as needed. Compile necessary meeting folders and information. Coordinate arrangements for meeting location, refreshments, agendas, and reminders.
• Managing payroll for STM (assignment contracts, load, stipends, etc.).
• Provide administrative support to assigned committees, including preparation of agendas and background information, recording and preparing minutes of meetings, and preparing resulting correspondence.
• Coordinate scheduling and travel arrangements for the VP/Dean, including airline and hotel reservations, prepare itineraries, and process reimbursements.
• Prepare and maintain confidential and department files.
• Prepare and maintain quarterly/annual reports as required by the VP/Dean.
• Process reimbursements for STM faculty.
• Orient new STM faculty members and order name badges, door plates, and business cards, as applicable.
• Assist in maintaining web content updated in conjunction with the Office of University Communications.
• Work with Office of University Communications to collect and review all publicity and marketing material related to the department.
• Assist in the training, scheduling, and supervision of student office assistants.
• Help facilitate change of major/minor forms.
• Be aware of departmental events and send them out for publicity as needed (flyers, e-nnouncements, Facebook, Cardinal and Cream).
• Plan and carry out department events such as the semester socials, retreats, and awards banquet.
• Manage contacts with chapel speakers, including planning for their travel and lodging.
• Send condolence emails written by the VP.
• Perform other duties as assigned by the VP/Dean or senior administration of the University

Required Qualifications

Graduation from high school with three years of demonstrated clerical, administrative experiences. Preference will be given to applicants who hold an undergraduate degree, and/or have previous experience as an administrative assistant or office manager. The successful candidate for this position must be highly organized and efficient with excellent interpersonal and analytical skills; skilled in the use of Word, Excel, PowerPoint, and other Microsoft Office technology;

able to handle multiple projects in a dynamic college environment; and have the ability to perform tasks and complete projects with minimum supervision.

Preferred Qualifications

Preference will be given to applicants who hold an undergraduate degree and/or have previous experience as a secretary or office manager.

Required fields are indicated with an asterisk (*).