Office Manager and Administrative Assistant to the Dean

Description

Earlham School of Religion (ESR), is a seminary in the Quaker tradition; located in Richmond, Indiana, a small city that's just a short drive away from several major metropolitan areas including Dayton, Cincinnati, Indianapolis and Chicago.

Earlham School of Religion is hiring an Office Manager and Administrative Assistant to the Dean.

Job Summary:

The Office Manager and Assistant to the Dean will oversee the general administrative functions and activities of the office. This individual will also serve as the primary support person for the Dean

Primary Duties and Responsibilities:

• Schedule all appointments and regular meetings for the Dean and community members, including managing 25Live and calendar invites.
• Organize and coordinate details for events such as faculty retreats, Board of Advisors meetings, graduation, Baccalaureate, retirement functions, Christmas celebrations, and other gatherings.
• Oversee office operations, including maintaining staff lists, listservs, student rosters, master calendar, etc.
• Collaborate with Bethany to plan the faculty meeting schedule for the academic year and other joint functions.
• Prepare credit card reports and approve administrative vacation requests.
• Maintain both paper and digital files for essential information, such as grants, faculty meeting minutes, Board of Advisors minutes, ATS documents, job descriptions, donor information, and other records relevant to the Dean’s office.
• Arrange travel for the Dean.
• Manage memberships, including InTrust, SARA, Chronicle of Higher Education, Association of Theological Schools (ATS), and others.
• Serve as the primary point of contact for revisions and access to documents such as the Course Catalog, Faculty Handbook, Student Handbook, ESR policies, and Memorandums of Understanding with other seminaries and Earlham College.
• Coordinate ATS accreditation responses and requirements.
• Organize course evaluations for assessment purposes.
• Facilitate onboarding for new employees and members of the Board of Advisors.
• Supervise volunteer service hours for scholarship recipients.
• Oversee office management, including:
  • Purchasing non-durable office supplies.
  • Submitting and tracking IT and maintenance work requests.
• Manage short-term rentals.
• Program access cards for students and employees.
• Perform other duties as reasonably assigned by the Dean.

Qualifications

• High school diploma or GED required; a bachelor’s degree is strongly preferred.
• Strong character, a pleasant demeanor, and excellent interpersonal skills are essential.
• Excellent verbal and written communication skills.
• Proficiency with personal computers and a willingness to learn new systems.
• Strong organizational skills with attention to detail.
• Ability to manage multiple priorities professionally and efficiently.
• Flexibility and the ability to anticipate and respond effectively in a busy office environment.
• Capacity to handle confidential information with discretion.
• Ability to work collaboratively in team settings.

Benefits Working at Earlham:

• Medical, Dental, and Vision Insurance*
• Company paid Long-Term Disability after 1 year of full-time service*
• Basic and Voluntary Life insurance*
• Employee Assistance Program*
• Campus Store Discount
• Free ticket vouchers for Richmond Symphony Orchestra
• Wellness Center Free Membership or Discount for eligible employees
• Athletic Games-Free entry to all home games
• Free entry into most Theatre/Music shows
• Tuition Benefits for Immediate Family for eligible employees*
• 403(b) Retirement* – For eligible employees, Earlham will contribute a non-elective contribution equal to 5% of gross pay after 2 years of service. After 3 years of service, this non-elective contribution increases to 8%. Vesting credit is available for new employees with previous service in the education sector with required documentation.
• Many Wayne County Chamber of Commerce member businesses offer discounts to anyone with an Earlham ID

*All employee benefit offerings are subject to employee eligibility per plan documents.

Please Note: This positing will remain open until filled.

To Apply:

• Please submit the following application materials through our Careers Portal.
• Resume
• Cover letter - Please address your thinking and experience with matters of
  Diversity, Equity and Inclusion, as it relates and specifically pertains to this
  position.
• List of Three Professional References with Contact Information

Earlham College is an equal opportunity employer and prohibits discrimination against any individual based on race, color, national origin, gender, sex, sexual orientation, gender identity, gender expression, age, disability, veteran status, genetic information, religion, or other protected classifications under applicable laws. The College is committed to building a diverse community that reflects the makeup of society and particularly welcomes and supports individuals from historically marginalized groups. As an institution with a Quaker identity, Earlham also encourages applications from members of the Religious Society of Friends (Quakers). 

Earlham's Work Authorization Policy

Earlham utilizes E-Verify to confirm employment eligibility for all newly hired employees within the United States.