Administrative Assistant - Institutional Advancement

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Title Administrative Assistant
Campus: LAC - Ontario, California
Department: Institutional Advancement
Reports to: VP of Institutional Advancement
Exempt: No
Position Status: Full-time
Effective October 2019
Position Summary: This position provides administrative assistance to the Vice President of Advancement in a variety of administrative support tasks.
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:
    • Assist in the development and implementation of departmental events/projects.
    • Track project performance for departmental projects, specifically to analyze the successful completion of short and long term goals.
    • Ensure projects meet deadlines and report on budgetary objectives.
    • Process invoices, expense reports, and reimbursements for the department.
    • Provide the clerical and budgetary accounting requirements of the department.
    • Greet and assist visitors and callers in a friendly and professional manner as the departmental receptionist.
    • 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 in their local church.
Competencies To perform the job successfully, an individual should demonstrate the following competencies:

Service: Manages difficult or emotional customer situations; Responds promptly to requests for 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 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 Bachelor degree from a 4-year college or university program; two to four 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 Institutional Advancement. 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 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; communicate with co-workers and business contacts in a courteous and professional manner.

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 a person encounters while performing the essential functions of this job. The noise level 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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