Administrative Coordinator, Talbot Embedded

Administrative Coordinator, Talbot Embedded

Position Description

The Administrative Coordinator is responsible for assisting the Director of Talbot Embedded and coordinating the office, cohorts, and administrative services of Talbot Embedded. This position is responsible for ensuring effective day-to-day execution across the initiative.

Alignment with Theological Positions

The person who fills this position must be someone who personally agrees with Biola's Articles of Faith and Statement of Biblical Principles and who is supportive of the positions taken by Biola as contained in its Eschatology Teaching Position. As such, this person may not speak against or act in a manner inconsistent with these positions during the course of their employment at Biola.

Department

Talbot

Supervisors

Director of Talbot Embedded

Educational Requirements

High School diploma required, B.A. and/or some academic background strongly preferred.

Work Requirements

Non-Exempt (02), full-time – 40 hours per week, 12 months per year

This position requires some personal attendance at Biola's campus in La Mirada, CA or Phoenix, AZ.

Essential Duties

Assistant to the Director

Provide general administrative office support to the Director of Talbot Embedded, including but not limited to:

• Coordinate and manage daily appointment schedules, including travel, off-campus meetings, and project deadlines.
• Process and manage travel arrangements.
• Provide general office administrative support including preparing letters, drafting and editing reports, proofreading materials, managing email correspondence, and serving as a liaison for Talbot's initiatives.
• Prepare and track all accounting documents, such as Reimbursement Requests, Journal Entries, Journal Receipts, Compensation Requests, Wire Transfers, and assisting with Concur.
• Performs other work-related duties as assigned.

General Administrative Duties

• Assist in preparing, tracking, and maintaining budget reports for Talbot Embedded under the direction of the Director.
• Track and process student tuition discounts.
• Lead coordination of course schedules and course information with the core academic department academic coordinators for initiative-connected courses.
• Monitor course registration and coordinate enrollment requirements with the Director, the faculty, and the department academic coordinators for Talbot Embedded courses.
• Assist with correspondence, projects, and reports.
• Guide faculty through curriculum structures, travel reimbursement protocols, and 3-day intensive logistics, while collecting scheduling preferences to synchronize calendars across host churches and students.
• Plan, manage, and work with site coordinators to execute all events for Talbot Embedded, including, but not limited to, securing venues, coordinating catering, managing publicity and registration, coordinating event staff, executing agreements and payments, and ordering supplies.
• Coordinate MOAs, ICAs, and invoices between Talbot and host sites.
• Track partnership documentation, timelines, and deliverables to support Director oversight and relationship management.
• Serve as a primary operational point of contact for prospective students by conducting 1-on-1 consultations on program pathways, tuition discounts, and contingency plans, while collaborating with Graduate Admissions to track applicant data and funnel status.
• Manage an integrated database for Talbot Embedded prospective students, applicants, current students, and alumni.
• Coordinate travel and logistics for cohort intensives with the sites, and Talbot faculty and administrative staff.
• Coordinate with media and leadership teams to review promotional content, host regional virtual info-sessions, and approve the allocation and tracking of grant-funded marketing budgets for targeted regional campaigns.
• Manage budget allocations, reconcile and archive operational receipts.
• Support grant compliance, documentation, and reporting requirements associated with the $10 million Lilly Large Scale Collaboration Grant.

Required Skills and Qualifications

• Understanding of and commitment to the mission of Talbot School of Theology.
• 2-4 years of administrative office experience.
• Some experience working in…