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Position Title:

Bilingual Administrative Assistant, Doctor of Ministry Program Department:

Doctor of Ministry Reports To:

Director, Doctor of Ministry Program FLSA Classification:

Non-Exempt Hours:

37.5 per week

POSITION SUMMARY

Serves as primary administrative support for the Director and Associate Director of the Doctor of Ministry (D.Min.) Program, and primary D.Min. student, faculty, and guest office contact.

ESSENTIAL FUNCTIONS

Provides primary assistance for the D.Min. Program. Coordinates new and returning student residency preparation (in-person and virtual), including: creating and maintaining cohort-specific Google calendars; sending onboarding e-mails; assembling and distributing/shipping orientation materials (registration components, other student-related paperwork); and purchasing and distributing/shipping swag Assists faculty with residency-related travel and accommodations, as requested Coordinates event planning for D.Min. students (e.g., catered meals during residencies, D.Min. graduates' celebration dinner) Manages faculty, Dissertation Coach, and guest contracts (preparation, distribution, and receipt) for course instruction, dissertation mentoring, and dissertation editing Coordinates dissertation-project 3-chapter and 5-chapter reviews, and 5-chapter editing process, between D.Min. students, Dissertation Coaches, Dissertation Review Team, and editors Coordinates dissertation final copy printing, binding, and distribution/shipping to graduates, Dissertation Coaches, and Library archives Composes and sends outbound communication via email, phone, and letter to D.Min. students regarding course registration, program status, graduation, and other communication as needs arise Serves as D.Min. first contact for students, faculty, staff, and guests, responding to all inbound communication to email inbox, phone number, and mailbox Manages content for new, current, and alumni student records in FileMaker Pro Prepares physical classroom materials for all D.Min. face-to-face courses Performs other duties as assigned by the Director and Associate Director, D.Min. Program and Associate Provost of Lifelong Learning

OTHER RESPONSIBILITIES

Provides general D.Min. team support Ships packages and documents both domestically and internationally Attends all scheduled D.Min. team meetings Encourages and assists visiting D.Min. students on an as-needed basis Learns responsibilities of others in order to cover tasks when needed during absence Oversees general program logistics, document filing, meeting room reservations, front office reception, telephone coverage, and hospitality to students, faculty, and guests Adapts assigned duties as necessary for completion of prioritized tasks

FINANCIAL RESPONSIBILITY/AUTHORITY

Processes student, faculty, staff, and guest requests for payment and travel expense reports as they relate to the D.Min. Program Manages Ramp card usage and documentation (receipts, memo line, account number)

TOOLS & EQUIPMENT

Gmail, Microsoft Office applications, FileMaker Pro, Canvas, CampusNexus, virtual EMS, Zoom, phone/voicemail, printer/scanner/copier

EDUCATION /CERTIFICATION /TRAINING /EXPERIENCE

Bilingual-English and Spanish proficiency in speaking, reading and writing Highly organized, detail-oriented, and self-motivated Ability to organize, prioritize work, and meet deadlines Knowledge of standard office policies and procedures Skilled in Microsoft Office applications College-level coursework in secretarial and administrative office skills or equivalent education or experience; OR Four-years office experience, including two years as a secretary; OR Any equivalent combination of experience, training and/or education approved by Human Resources