Administrative Assistant to Ministerial Formation Distance Programs and Graduate School

POSITION SUMMARY:

This Administrative Assistant will provide comprehensive administrative, operational, and communication support for three distance education programs within the Division of Ministerial Formation:
Ethnic Immigrant Institute of Theology (EIIT), Specific Ministry Pastor (SMP), and Online Deaconess Studies (ODS). These programs offer formation for pastoral and/or diaconal ministry, and the Assistant will work closely with all three program directors. The Administrative Assistant will also provide similar support for the Graduate School and its director.

Main responsibilities include ensuring smooth coordination across departments, maintaining accurate records for students and mentors, and facilitating program-related events and communications. The Assistant will collaborate directly with the Program Directors for these programs (EIIT, SMP, ODS, and Graduate School) and also with the Assistant Director for EIIT to align administrative processes with strategic goals, particularly in areas related to vicarage and internship oversight.

KEY RESPONSIBILITIES

Program Administration & Coordination - EIIT

• Perform day-to-day administrative duties in coordination with the EIIT program director.
• Manage the EIIT program inbox and respond to routine inquiries; escalate strategic or complex matters to the Program Director or Assistant Director.
• Develop and distribute agendas for EIIT Team meetings; attend meetings to stay informed and relay updates.
• Maintain an up-to-date electronic student database accessible by seminary offices that contains students' and mentors' contact information, vicarage assignments, and other pertinent data.
• Manage operational communications and files from districts and congregational offices to support academic leaves of absence, call delays, withdrawals, and mentor changes.

Program Administration & Coordination - SMP

• Perform day-to-day administrative duties in coordination with the SMP Program Director.
• Establish and maintain student and other general operational files (in paper and/or electronic form, as required) for program and interdepartmental use. Update this information for academic leaves of absence, call delays, mentor changes, withdrawals, etc.
• Provide updates to the SMP Program Director on student progress.

Program Administration & Coordination - ODS

• Perform day-to-day administrative duties in coordination with the ODS program director.
• Manage the ODS program inbox and respond to routine inquiries. Escalate strategic or complex matters to the Program Director.
• Establish and maintain an up-to-date electronic student database for program and interdepartmental use. Update this information for academic leaves of absence, changes in internship sites, mentor changes, call deferrals, and with drawls.
• Communicate with students on leave of absence to facilitate their return to the program, and coordinate with necessary campus departments.

Program Administration & Coordination - Graduate School

• Maintains office calendar and coordinates Graduate School Director's appointments.
• Generates stipend requests for work completed on behalf of the graduate school.
• Assists the Graduate School Director in responding to e-mail and inquiries in graduate school inbox.
• Works with Admissions to prepare paperwork for ASC.
• Communicates with students to coordinate events/reduced residency housing and other details.
• Facilitates student exams.

Interdepartmental Liaison - EIIT

• Serves as a central point of contact for students, mentors, and seminary offices, such as Accounting, Enrollment, Technology Services, Placement/Certification, and Registrar, facilitating the flow of information across the EIIT program. This role primarily focuses on operational execution, documentation management, and logistical coordination to support program activities and ensure timely communication between stakeholders.

Interdepartmental Liaison - SMP

• Be a point of contact and coordinator of information and actions for the SMP Program Director regarding students, mentors, districts, congregational offices, and various offices of the Seminary, including Accounting, Admissions, Director of Certification, Information Technology, Ministerial Formation Office, Vicarage, Placement Office, and Registrar. Field questions as appropriate, and refer other matters to the Program Director or to other offices of the Seminary as necessary.

Interdepartmental Liaison - ODS

• Serves as a point of contact and coordinator of timely communication for students, mentors, and seminary offices (e.g., Enrollment, Registrar, Financial Aid, Accounting, Information Technology, Director of Internships, Director of Certification, and Director of Placement), fielding questions as necessary to the Director of Deaconess Studies.

Orientation & Event Logistics - EIIT

• Assist in planning, scheduling, and preparation for the Orientation Week (late August)
• Communicate with students and mentors in advance to prepare for orientation and collect required forms (July-Aug).
• Perform general support tasks…