Administrative Assistant - Academic Graduate Studies

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Job Details

Title Administrative Assistant 
Campus: LAC - Ontario, California
Department: Academic Services
Reports to: Director Academic Graduate Studies
Exempt: No
Position Status: Regular Part-time
Effective: June 2019
Summary: This position assists the Program Director in the administration of the program and in providing support services for that Director and other faculty as assigned by the Program Director.
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 clerical duties such as: typing and sending correspondence; making copies, transcribing dictation; maintaining files; answering the telephone and taking messages, maintaining email correspondence relative to the program, producing and assembling Ph.D./Th.M. Manuals.
    • Under supervision of the Director and in coordination with the Office of Enrollment Management, assist in the promotion, recruitment, and admission of qualified students to the program. Make all necessary arrangements as approved by the Director for the faculty, seminars, and students for the bi-annual Seminar Week.
    • Manage the communications between faculty committee members to assure timely satisfaction of the thesis process.
    • Provide support and communication services to the Graduate Studies Committee as assigned by the Program Director.
    • • Perform additional duties as required by management. (Responsible for projects as assigned by the Director).

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.

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; 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 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: Prefer a Master of Divinity graduate with some working knowledge of the Theology Master program.

Language Skills: Possess excellent speaking, reading and writing skills. Ability to read, analyze and interpret professional journals, technical procedures, and the ability to clearly communicate the mission, policies, and procedures of the Seminary and the Office of Academic Affairs. 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: Must have good computer skills in Microsoft Office, including Outlook, Power Point, Excel and Word. Must have the ability to adapt to new systems.

Other Skills and Abilities: Pay close attention to detail and coordinate various activities simultaneously, and communicate with co-workers, and business contacts in a courteous and professional manner; A self-starter.

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; kneel, crouch, climb and balance, walk and use hands to finger, handle, or feel. The employee should be capable of lifting and/or moving 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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