Administrative Assistant

Description

Job Title: Administrative Assistant for the Center for Preaching and Pastoral Leadership 

Department: Center for Preaching and Pastoral Leadership 

Supervisor:  Director of the Center for Preaching and Pastoral Leadership 

PURPOSE OF THE JOB:

The Administrative Assistant for the Center for Preaching and Pastoral Leadership (CPPL) is to serve as support staff to the CPPL team. Administrative support will be provided through close supervision by the Director of the CPPL to assist the CPPL team in accomplishing everyday office functions. 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

A. General Office Management  

• Answer incoming phone calls, check, and respond to voicemail 

• Sort mail, mail letters, print envelopes, make labels 

• Copy, file, fax documents 

• Check and respond to emails as requested by the Director 

• Order office supplies 

• Order books and keep up with expenses 

• Create purchase orders and check requests for office expenses 

• Create forms/memos/letters and send to appropriate people  

• Organize, format, craft, and file reports 

• Keep filing organized and up to date 

• Serve as initial contact for all students, faculty, staff, and visitors

B. Manage Expenses 

• Collect receipts and monthly expenses for CPPL office 

• Create monthly Concur reports for CPPL office card 

• Create monthly Concur reports for CPPL expenditures 

• Maintain and update subscriptions and dues 

C. Manage Pastoral Pathway 

• Schedule GO meetings for students with CPPL staff 

• Keep and maintain accurate records in the pastoral ministry pathway 

D. Manage Travel and Calendaring 

• Create itineraries and travel documents facilitating CPPL travel needs and ministry partner requests 

• Serve as point of contact during CPPL travel  

• Collect and submit CPPL travel costs for reimbursement to appropriate entities 

• Create and maintain records of CPPL speaking engagements and associated details 

E. Any additional aid to the Director as needed 

OTHER DUTIES & RESPONSIBILITIES:

• Provide hospitality and support for guests in the Center
• Periodically represent the Center at relevant meetings and conferences
• Participate in prospective student events as requested

SUPERVISORY RESPONSIBILITIES

• None

FISCAL RESPONSIBILITY

• None

EXTENT OF PUBLIC CONTACT

• Communication with SEBTS faculty

• Communication with SEBTS administrative offices

• Communication with SEBTS students and prospective students

• Occasional communication with SBC denominational representatives

• Occasional contact with local and regional church leaders

PHYSICAL DEMANDS (Walking, lifting, equipment, operation, etc.)

• Normal fitness for general office duties

WORKING CONDITIONS AND ENVIRONMENT (i.e., necessary travel, unusual work hours, unusual environmental conditions, etc.)

• Office space provided in the Center for Preaching and Pastoral Leadership office

• Coordinator may take classes at the institution with prior scheduling approval of the DODS

• Minimal travel assumed, but only when mutually agreed upon between the Director and the Coordinator

Qualifications

KNOWLEDGE AND SKILLS:

A. Required knowledge and skills

• Proficiency in computer skills

• Excellent interpersonal skills

• Strong organizational skills, including an ability to multi-task

• Strong research and writing skills

• Willingness to be a team player and servant leader

• Ability to learn, understand, and carry out institutional policy and practice, particularly related to academic policies and practices

B. Preferred knowledge and skills

• College degree

• Current knowledge of SBC structure and entities

• Affirmation of the Baptist Faith & Message 2000

• Membership in a Southern Baptist church

• Local church ministry experience