Report To: Senior Vice President for Institutional Relations
Department: Institutional Relations
FLSA Status: Salary Non-Exempt
JOB PURPOSE The division of Institutional Relations exists to recruit and retain students, donors, and friends. The Administrative Assistant to the Senior Vice President (SVP) for Institutional Relations will aid in this mission by assisting with calendar and travel management, budget oversight, classroom organization, and divisional coordination, as well as oversee divisional events throughout the academic year.
ESSENTIAL FUNCTIONS SENIOR VICE PRESIDENT SUPPORT
- Assist the Senior Vice President with daily activities including:
- Managing the calendar and scheduling meetings as appropriate
- Coordinating travel and organizing all pertinent documentation including itineraries and more
- Compiling, editing, and managing reports, meeting notes, and action items
- Aiding in miscellaneous tasks as needed for classes including syllabus updates, Canvas preparation, room reservations, and attendance
- Oversee Institutional Relations budget and inventory.
- Keep track of expenditures and work with Financial Services to manage a balanced budget each year
- Complete monthly credit card reconciliations via Concur
- Manage IR inventory of promotional items, office supplies, and other materials.
- Manage Senior Leadership team's time-off requests
- Perform other duties assigned by the Senior Vice President of Institutional Relations
INSTITUTIONAL RELATIONS DIVISIONAL COORDINATION
- Organize planning and processes for major events, which may include:
- Special events at seminary conferences
- Hotel room coordination at the Southern Baptist Convention
- Organize planning and processes for staff development events including:
- Institutional Relations staff gatherings
- Leadership Project
- Administer staff hospitality including:
- Managing and maintaining staff information (work anniversaries, birthdays, etc.)
- Carrying out staff hospitality plan to celebrate and care for staff
- Coordinate Institutional Relations' reports: semesterly Trustee Report, monthly Cabinet Report, and weekly President's Report
- Supervise Federal Work Study employees assigned to the IR division.
QUALIFICATIONS / REQUIREMENTS Include, but not limited to:
- Christian with high integrity, actively pursuing a relationship with God
- Undergraduate degree
- Previous administrative, clerical, or event-planning experience
- Strong references from former employers
- Exemplify the values of the Institutional Relations division:
- Hungry: Hungry team members are determined, self-motivated, and willing to take ownership and do what is necessary to support the team and accomplish goals.
- Humble: Humble team members are eager to serve, assume the best of others, and are willing to support the team - no matter the task, to get the job done.
- Smart: Smart team members are exceptionally wise in how they deal with both people and projects - they intuitively connect dots, see the big picture, and look for creative solutions to challenges.
- Happy: Happy and hopeful team members are kind, encouraging, and optimistic - they engage people and projects with a joyful heart and attitude to serve.
- Able to multi-task, analyze workload, and prioritize as necessary for the benefit of the department
- Must possess a strong attention to detail
- Able to take the initiative to complete the duties of the position without the need of direct supervision.
- Able to learn and utilize new skills and information to improve job performance and efficiency.
- Must be able to work independently, as well as a part of a team
- Excellent communication skills, both written and verbal
- Must possess a positive attitude
- Must be able to show a desire and willingness to learn
- Able to be flexible and deal with sudden changes
- Proficient in Microsoft Outlook, Microsoft Word, Microsoft Excel, and Google Drive equivalents
- Must be able to pass background screening, including driving record
- Eligible to work in the United States
BENEFIT PACKAGE Full-Time employees are offered a comprehensive benefit package including:
- Medical
- Dental
- Vision
- Telehealth
- Health Savings Account
- Flexible Spending Accounts for Medical and Dependent Care
- Employer Paid Life & AD/D for the employee as well as dependents
- Voluntary Life & AD/D
- Employer Paid Long Term Disability
- Voluntary Short-Term Disability
- Voluntary Supplemental Benefits
- 403(b) Retirement
- Paid Sick Leave and PTO
- MBTS / Spurgeon College Tuition Reimbursement for employee and dependents
- Access to on campus cafeteria and coffee shop
- Access to on campus gymnasium, exercise facilities, etc.
WORKING CONDITIONS - Monday through Friday, 8 am to 4:30 pm
- Shared Office Environment
- Ability to be flexible in working evenings and weekends a few times a year for certain major conferences and events - may involve travel
PHYSICAL REQUIREMENTS - Frequently required to sit for periods of time at a desk
- Occasionally required to stand, walk, and reach with hands and arms
- Able lift and/or move up to 25 pounds
DIRECT REPORTS - Federal Work Study Administrative Assistant - Institutional Relations
This job description is meant to describe the general nature and level of job requirements; this description is not intended to be construed as an exhaustive list of all responsibilities, duties or skills required for the position.
Midwestern Baptist Theological Seminary is an Equal Opportunity Employer
Midwestern Baptist Theological Seminary will provide reasonable accommodations to qualified individuals with a disability so they may perform the essential functions of a job unless doing so causes a direct threat to these individuals or others or causes undue hardship to the institution. Contact human resources (HR) with any questions or requests for accommodation.