Administrative Assistant - ADVANCE

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Job Details

Title Administrative Assistant - ADVANCE
Campus: Ontario Campus
Department: Academic Services
Reports to: Director of ADVANCE 
Exempt: No
Position Status: Regular Part-time
Hours: 20 per week
Effective: January 2019
Summary: The Administrative Assistant for the Advance Program will work primarily with the admission process for new Advance students. The Administrative Assistant will provide support services for the Advance Director and Advance Program Coordinator. 
Essential Duties & Responsibilities: The following duties are considered essential to the job. With or without reasonable accommodation, qualified individuals must have the ability to:
    • Handle Application/Admissions process for Advance Program by coordinating with the Admissions Office in the processing of applications and acceptance of new students.
    • Transfer all incoming new students from the GS Online Application / Admission / Enrollment / Tracking System to Jenzabar.
    • Enter data, organize information, and file official records accurately.
    • Create and maintain student files for all Advance students.
    • Ensure all forms are on file before admitting new students (Application for Admission, Church Endorsement Form, GS acceptance letter).
    • Ensure all new student files are in the Registrar’s Office upon completion of admission to GS.
    • Communicate with local Advance Center Directors / Registrars on admissions process, including: requesting outstanding documents needed for student acceptance, sending acceptance / rejection letters, and answering general questions regarding new student applications.
    • Assist with, facilitate and lead Advance Annual Training for local Directors and Registrars.
    • Maintain a current semester/term spreadsheet with all critical information of what has been provided, what is still lacking, etc.
    • Provide primary clerical support for the director and program coordinator and recommend and implement changes in processes and procedures.
    • Assist the Advance Program Coordinator as needed with: inputting classes and student grades into Jenzabar each semester / term, and pulling up student transcripts to help with graduation checks.
    • Assist, when needed, in filing documents for the Advance office, producing labels, making copies, ordering, etc. and working in the inventory process of supplies for the office.
    • Assist the Advance Finance Administrative Assistant when necessary.
    • Perform additional duties as required.

Job duties are not limited to the list shown above and may be revised from time to time as deemed appropriate by the Seminary.

Core Values Gateway Seminary is a confessional institution owned by the Southern Baptist Convention. While the seminary serves the larger evangelical Christian community, employees must embrace the values and standards the seminary represents as it fulfills its mission of shaping Christian leaders. Employees are expected to abide by the Baptist Faith and Message 2000, as well as our bylaws, and be an active member in their local church.
Competencies To perform the job successfully, an individual should demonstrate the following competencies:

Service: Manages difficult or emotional situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.

Technical Skills: Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

Interpersonal Skills: Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

Oral Communication: Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings.

Written Communication: Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

Teamwork: Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Supports everyone's efforts to succeed; Promotes atmosphere of constant improvement.

Problem Solving: Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Works well in group problem-solving situations.
Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience: Bachelor’s degree (B.A.) and two to four years related experience and/or training; or equivalent combination of education and experience.

Language Skills: Ability to fluently speak, read, and write English; Spanish and/or another language would be helpful; Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations; Ability to write reports, business correspondence, and procedure manuals; Ability to effectively present information and respond to questions from groups of mangers, clients, customers and the general public.

Writing Skills: Ability to compose professional correspondence in a clear and concise manner.

Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; Ability to compute rate, ratio and percent and to draw and interpret bar graphs; Ability to work with the department’s budget as well as to monitor the department’s monthly financial statements.

Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form; Ability to be a “problem spotter,” not just a problem solver. Makes evaluations affecting significant matters periodically with supervision. Handle multiple projects simultaneously.

Computer Skills: To perform this job successfully, an individual should have knowledge of MS Office Suite software (Power Point, Access, Excel, Outlook and Word) and should be willing to become proficient with Jenzabar and new types of software as necessary.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions.
While performing the duties of this job the employee is required to use hands to finger, handle, or feel; reach with hands and arms and talk or hear; the employee is frequently required to sit. The person is occasionally required to stand, walk, stoop, kneel, and crouch. Must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to focus.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually quiet, though moderate noise can occur at meetings and social events. It is a well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation.

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