Administrative Assistant I - Doctor of Ministry

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Job Details

Title Administrative Assistant I
Campus: LAC - Ontario Campus
Department: Academic Services
Reports to: DMin Director or Coordinator
Exempt: No
Position Status: Regular Part-time 
Effective: March 2020
Summary: This position handles the incoming inquirers and applicants for the Doctor of Ministry program, as well as helps in recruiting candidates for the various cohorts offered. The position also supports the Program Coordinator with various office-related duties.
Essential Duties & Responsibilities: The following duties are considered essential to the job. With or without reasonable accommodation, qualified individuals must have the ability to:
    • Process all Inquirers.
      • Send E-packets as requested by Inquirers or Directors
      • Answer questions via e-mail or telephone regarding application process
      • Enter inquirers into Prospect Spreadsheet
      • Inform Directors about Follow-Up Calls that need to be made
      • Send follow-up e-mails and letters
    • Process all applicants.
      • Enter applicant data into Prospect Spreadsheet and Jenzabar
      • Make file and gather all admission information on each applicant
      • E-mail reminders to applicant and references about returning needed items
      • Inform Directors, or Cohort Directors when applicant is ready for interview
      • Submit recommended applicant folders to Admissions Office
      • Prepare admission information for submission to DMin Committee for each applicant
      • Transfer all approved applicant folders to Program Coordinator for processing as candidates. Transfer all other folders (denied, delayed, not qualified, withdrawn, etc.) to appropriate location
    • Assist Program Coordinator, as requested, with the following items.
      • Answer phones
      • Process mail
      • Send out Field Mentor E-Packets
      • Process candidate Proposals, Prospectuses and Project Reports
      • Set up candidate/field mentor Periodic Reviews
    • 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 requests for 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; courteous, and polite, with excellent telephone skills and ability to relate to all types of persons in a congenial and caring way; ability to respond with sensitivity and clarity to inquiries regarding the program from pastors, denominational leaders, as well as faculty members; ability to respond with tact and grace to complaints from candidates and/or faculty members.

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.

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 (B.A.) from four-year college or university; and two to four years related experience and/or training; or equivalent combination of education and experience.

Language Skills: English required. Ability to read, analyze, and interpret materials related to the program; ability to write clear and professional letters; ability to make group presentations.

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.

Other Skills and Abilities: Must be able to demonstrate initiative and be a self-starter. A working knowledge of Baptist denominational structure and nomenclature is strongly preferred.

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 20 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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