JOB SUMMARY: The Administrative Assistant will assist the Admissions Office of Southern Seminary and Boyce College by fulfilling the administrative tasks of the office. This includes mailings to prospective students, P-Card reconciliation, working the front desk, greeting visitors, requisition requests, and helping with campus visit events.
ESSENTIAL JOB FUNCTIONS: The employee in this position will have the following essential job functions:
- Greet campus visitors and walk-ins by staffing the front desk.
- Walk guests to their classes/appointments.
- Maintain an inviting, comfortable, and professional atmosphere in the Admissions Office.
- Monthly reconciliation of three office procurement cards by keeping accurate record of expenses, staff spending, and department budget.
- Train and inform office staff on proper procurement card use.
- Complete and submit all check requests on behalf of the office.
- Coordinate new employment materials for all new hires (nametags, polos, name plates, etc.).
- Assist with mailing recruiting materials to prospective students and applicants.
- Working with the Associate Directors to prepare mailings weekly.
- Working with Associate Directors to send recruiting postcards.
- Create and process all interdepartmental transfers.
- Complete necessary paperwork surrounding new hires and terminations of employment.
- Manage Admissions Master Calendar under supervision of the Associate Directors.
- Assist Associate Directors in preparing requests for new materials.
- Oversee the purchase, distribution, and storage of office supplies.
- Attendance and assistance for on-campus events including, but not limited to, 4 Preview Days, 8 special visit days, graduation, etc.
- Work with events office for reserving places on campus for internal events, like staff meetings.
- Keep meeting notes for staff who are unable to attend staff meetings.
- Help keep recruiting closets organized.
Performs other duties as may be assigned by supervisor.
QUALIFICATIONS: - Ability to portray the seminary values and distinctiveness in writing, speaking, and personal demeanor, and spiritual commitment.
- Detail oriented and able to work at a fast pace.
- Excellent communication skills; ability to interact and engage people, and view, discern, adjust, and respond appropriately to non-verbal communication cues.
- Night and weekend hours may be required.
- Experience with database systems and running reports preferred.
EDUCATION: The person in this position should have a Bachelor's degree.
EXPERIENCE: The person in this position should demonstrate skill in the areas of office coordination, computer literacy, and interpersonal interaction. This person should also have a good grasp of grammar and proofreading skills. This person should also demonstrate skill in event coordination with attention to detail, the ability to think strategically, and communicate effectively.
SUPERVISION: This position will supervise no one.
The person in this position will report to the Associate Director of Visit Experience.
WORK ENVIRONMENT: The person in this position must be able to communicate effectively through verbal and written communication; make repetitive motions with wrists, hands and fingers; lift up to 35 lbs, be able to walk up and down stairs, and enter and exit all campus buildings unassisted; demonstrate the ability to sit for extended periods of time; use a personal computer for correspondence; and operate efficiently in a competitive work environment.
EQUIPMENT: The person in this position will use the following equipment: personal computer and phone.