Administrative Assistant - Student Services

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Title Administrative Assistant
Campus: LAC - Ontario, California
Department: Student Services
Reports to: VP of Enrollment and Student Services
Exempt: No
Position Status: Full-time
Effective June 2022
Position Summary: This position provides administrative assistance to the Vice President of Enrollment and Student Services, and generally to the Student Services department, 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:
    • Perform office management responsibilities by maintaining files, answering emails and phone calls, maintaining office supplies, processing check-requests, and receipts in an efficient and professional manner.
    • Provide student services assistance by offering hospitality to guests, updating the ministry board, serving as needed at student events, fielding questions about New Student Orientation; and, plan and organize graduation, etc.
    • Provide assistance to the Vice President by scheduling meetings and appointments, recording meeting notes, assisting in presentations as needed, and document editing.
    • Ensure overall appearance of Student Services Office is orderly and professional.
    • 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 a local Southern Baptist church.
Competencies To perform the job successfully, an individual should demonstrate the following competencies:

Discretion and Decision Making: Influences approaches and policies in seminary promotional matters in concert with supervisor and Vice President. Able to self-motivate and self-govern high standards of work and performance in a travel-heavy environment. Exercises independent judgment in core duties and in the supervision of staff/volunteers under his/her responsibility.

Service: Manages difficult or emotional customer situations; Responds promptly to requests for assistance; Meets commitments.

Interpersonal Skills: Focuses on solving conflicts, 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.



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.

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 equivalent experience. Relevant experience preferred.
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 Student 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 Outlook, 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.

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 or 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 25 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. Limited travel may change this environment.


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