Administrative Assistant - Chinese-English Bilingual Program (CEB)

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Job Details

Title Administrative Assistant - Chinese-English Bilingual Program (CEB)
Campus: LAC - Ontario Campus
Department: Academic Services
Reports to: CEB Director
Exempt: No
Position Status: Regular part-time
Effective: June 2021
Summary: This position provides general administrative support for the Director of CEB within the Academic Services group.
Essential Duties & Responsibilities: The following duties are considered essential to the job. With or without reasonable accommodation, qualified individuals must have the ability to perform the following duties:
    • Provide administrative support by setting up events, actively corresponding with domestic and international contacts, and assisting with the creation of recruitment and informational materials such as PowerPoint presentations, brochures, flyers, etc.
    • Attend on-campus recruitment events and provide support as needed.
    • Provide administrative support by creating files, updating each prospective student’s file, and proactively staying in contact with prospective students, answering their questions and concerns through email, phone and/or letter.
    • Provide the pre-application and assist students in completion, ensuring application is sent in a timely manner; keep abreast of the application procedure for international students.
    • Provide support by answering calls, email and letters to CEB, keeping appropriate record of all communication, and mailing brochures/information to churches/pastors as required.
    • Provide timely support by browsing Gateway Seminary/CEB website daily, seeking updates or changes to information.
    • Ensure there are no promises made of legal status or commitments of financial assistance to any CEB student, as well as information given on who will teach certain classes.
    • Ensure daily reporting to the Director – CEB via email or phone.
    • 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.

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; courteous, and polite; being cooperative while working under Associate Director/professor instruction.

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: English and Mandarin languages required. Knowledge and use of the Cantonese language is a plus. 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 in the English and Mandarin languages. Knowledge and use of the Cantonese language is a plus.

Teamwork: Balances team and individual responsibilities; Exhibits objectivity and openness to other’s 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 below are representative to 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 and/or equivalent experience preferred and 2+ years related experience. Experience in a higher education administrative setting a plus.

Language Skills: Ability to speak, read, compose and translate business correspondence, in a clear and comprehensive manner in both the English and Mandarin languages. Knowledge and use of the Cantonese language is a plus.

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.

Computer Skills: Knowledge of MS Office Suite software (Word, Excel, Outlook, and PowerPoint) as well as the ability to adapt to new systems.

Work Schedule: This is a 15 hour per week part-time position. Work days and hours to be determined.

Other Requirements: Must have reliable transportation and possess a valid driver’s license, and automobile insurance.

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 and hear; the employee is frequently required to sit. The person is occasionally required to stand and walk. Must occasionally lift and/or move up to 10 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.

I acknowledge receipt of a copy of this job description. I have read and fully understand it and agree to accomplish the above duties to the best of my abilities without accommodation.

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