Admin Assistant PATH

Job Classification

Hourly Full-time (35-40)

This position serves the Department of Practical Theology and Discipleship. The administrative assistant manages the workflow of the Department, including creating and maintaining official departmental records, scheduling and sending appointment reminders, and providing information to callers and visitors. The Admin’s work also supports the operations of the Seminary as directed by the Dean’s office.

Bachelor’s degree preferred;
Associate’s degree required. Experience in a busy office setting. Proven organization and people skills, strong communication, ability to work independently and manage multiple tasks and deadlines. High level of organizational skills and attention to detail. Must be a Seventh-day Adventist in good and regular standing.

The role involves screening incoming calls and emails for department and faculty members, responding as needed, and assisting students and visitors in the office suite. Support professors in updating Learning Hub sites and posting course materials, preparing correspondence and expense reports. Assist the chair in the preparation of the annual budget and assessment report, update online and internal schedules, and enter bulletin changes.

Prepare records such as agendas, notices, minutes, and resolutions for departmental meetings.

Arrange programs, events, and conferences, including facilities, food, invitations, speakers, and event budget; occasionally assist other departments. Assist professors in preparing and editing manuscripts and papers, transcribing dictations and lectures. Perform additional responsibilities as requested by the Dean’s office.

Custodian of departmental documents and records, ensuring efficient file organization. Supervise and communicate with student workers, managing their hours and mail distribution. Organize and maintain cleanliness of office spaces, including regular cleaning, trash removal, sanitization and workstation upkeep. Acquire necessary office supplies and manage expenses related to the departmental budget.

• Manage the workflow of the department, including appointments, meetings, correspondence, committee appointments, and events.
• Supervise student employees as office workers and support staff, including interviewing, training, assigning work, verifying hours, appraising performance, and resolving complaints.
• Keep track of faculty travel schedules to avoid conflicts.

Education and/or

Experience:

Bachelor’s degree preferred, Associate’s degree required in Secretarial Science, Communications, or related field. Experience in a busy office highly preferred. Proven people skills required.

General office skills: required for both modern digitalized and traditional settings.

Language

Skills:

Excellent verbal and writing skills in English.

Mathematical

Skills:

Basic skills in handling budgets and financial reports.

Accuracy:
Ability to do careful, detail-oriented work that produces error-free documents and reports.

Multitasking:
Must be able to work with multiple professors, departments, and academic programs.

Must be a Seventh-day Adventist in good and regular standing.

Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Equipment and devices: computer, photocopier, scanner, fax.
• Digital literacy:
  Zoom, Learning Hub, Microsoft Office (Outlook, Word, advanced Excel, PowerPoint), digital technology for hybrid meetings, AI technology.

Comfortable working with students, faculty, and staff. Warm and friendly personality. Willing to help “clients” according to their needs. Willing to train and supervise students and interact professionally with faculty and staff. Team player who fits comfortably with office atmosphere and philosophy of advocacy.

Regularly required to sit for long periods; use hands and fingers; reach with hands and arms; talk or hear. Requires standing and walking. Specific vision abilities include close vision and ability to adjust focus. Reasonable accommodations may be made.

Work environment typically moderate noise level. Reasonable accommodations may be made.