Administrative Assistant - Business Services

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Title Administrative Assistant
Campus: LAC - Ontario, California
Department: Business Services
Reports to: VP of Business Services
Exempt: No
Position Status: Regular Hourly Full-time
Effective February 2020
Position Summary: This position assists the Vice President of Business Services in a variety of administrative support tasks as well the Director of Human Resources and the Director of Finance as needed.
Essential Duties and Responsibilities: The following duties are considered essential to the job. With or without reasonable accommodation, qualified individuals must have the ability to:
    • Provide administrative assistance by screening incoming calls and correspondence, responding independently when possible.
    • Prepare memorandums outlining and explaining administrative procedures and policies to supervisory workers, and monitor compliance.
    • Provide assistance by composing and preparing confidential correspondence reports and other complex documents; arrange travel plans, itineraries; and compile documents for travel-related meetings.
    • Assist with the management of the institutional telephone system. Serve as the backup phone operator during business hours.
    • Provide technical assistance and support to users of copy equipment as needed.
    • Assist with purchasing office and copier supplies for the institution.
    • Work directly with various vendors; screen proposals for goods and services; and assist with the institution’s caterer.
    • Assist with processing Accounts Payable checks for payment. Provide backup for payroll processing. Process benefit billing statements for payment. Maintain health insurance master and medical cost files.
    • Performing additional duties as required by management.
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 of 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.

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.

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

Oral Communication: Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; 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 an 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 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.The candidate must possess a strong commitment to the mission of Gateway Seminary. He/she must be a self-starter with strong organizational skills, capable of working independently as well as in a team environment.

Education Bachelor degree from a 4-year college or university program; or one to two years related experience and/or training; or equivalent combination of education and experience.
Skills Language Skills: English Required. Candidate must possess excellent verbal, written, and interpersonal skills. Candidate must have strong people skills with the ability to clearly communicate the mission, policies, and procedures of the Seminary and the Office of Business Services. Able to effectively present information and respond to questions from groups of managers, students, and constituents.

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.

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.

Software: Microsoft Office, including Word, Excel, and PowerPoint; Adobe Acrobat DC, and experience working with databases. Must have the ability to adapt to new systems.

Other Skills and Abilities: Pay close attention to detail and coordinate various activities simultaneously.

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 regularly required to talk and hear. The employee is frequently required to sit and reach with hands and arms. The employee is occasionally required to stand, walk and use hands to finger, handle, or feel. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision and ability to adjust 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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