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Academic Advisor and Office Assistant, PT

Southwestern Baptist Theological Seminary
Fort Worth, TX Part Time
POSTED ON 2/23/2025 CLOSED ON 3/22/2025

What are the responsibilities and job description for the Academic Advisor and Office Assistant, PT position at Southwestern Baptist Theological Seminary?

Position Title: Academic Advisor and Office Assistant

Department: Office of the Registrar

Date Prepared: June 2024

FLSA Status: Hourly

Part Time

Standard of Christian Commitment

The candidate must be a professing Christ follower who possesses a strong commitment to the mission and core values of Southwestern Seminary and Texas Baptist College, possess a clear understanding of Southern Baptist heritage and culture, and agrees to serve in accordance with and not contrary to the current edition of the Baptist Faith and Message.

Southwestern Seminary, an entity of the Southern Baptist Convention, is a confessional institution. 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 within our denominational context.

Since duties of this position require the employee to represent the Seminary to prospective and current students, candidates must abide by the Seminary bylaws, the Employee Handbook, and the current edition of the Baptist Faith and Message as a condition of employment

Job Summary

Provides academic advising for most undergraduate and graduate degree programs in the Office of the Registrar. This includes the selection of classes, knowledge of the recommended and required sequences of classes, and skill in confirming the completion of all classes required for graduation. Provides evaluations of transfer credit and advanced standing requests for all undergraduate and most graduate degree programs. Answers questions about all academic policies and procedures.

Provides general front office support in the Office of the Registrar. Serves to assist the Registrar through the processing of transcript requests and/or student data update forms (Returning Students, Continued Studies, Degree changes).

Essential Job Functions / Responsibilities

  • Provides academic advising for all undergraduate and most graduate degree programs.
  • Maintains advising worksheets for all undergraduate and most graduate degree programs.
  • Evaluates transfer credit for all undergraduate and most graduate degree programs.
  • Evaluates and coordinates the advanced standing exam eligibility and test access process.
  • Evaluates graduating students to ensure all degree requirements have been completed for graduation as assigned by the Associate Registrar.
  • The above responsibilities are crucial for the success of students and the accreditation of the institution. These tasks must be done with a very high degree of accuracy. A single mistake could result in a student enrolling in, paying for, and completing a class not needed for the degree program. Or conversely, excusing a student from a class that is essential for the completion of the degree program.
  • Answers questions about all academic policies and procedures and assists with any needs for those visiting our office.
  • Provides general support for the Office of the Registrar.
  • Serves to assist with the processing of transcript requests and/or student data update forms (Returning Students, Continued Studies, Degree changes.
  • Provides staffing for events surrounding registration and graduation.
  • Perform other related duties as assigned by the Associate Registrar or Registrar.

Skills / Requirements

  • Demonstrates a personable and warm demeanor to ensure a positive and enjoyable experience with all students and guests, both in person and on the phone.
  • Possesses a strong desire to serve others.
  • Ability to multi-task and attention to detail.
  • Must demonstrate proficient computer skills related to email, Microsoft Office Suite, and our current student database as it relates to job duties.
  • Knowledge of higher education environment and specifically curricular design as it relates to registration advising activity.
  • High degree or organization and accuracy in completion of tasks. A single mistake could result in a student enrolling in, paying for, and completing a class not needed for the degree program. Or conversely, excusing a student from a class that is essential for the completion of the degree program.

Qualifications / Education

  • Completion of a bachelor’s degree.
  • Prefer completion of master’s degree and current enrollment in a doctoral degree.

Supervision

  • Reports to the Registrar.
  • No supervisory responsibility.

Decision-Making Responsibilities

  • As noted above, many crucial decisions are made throughout each day pertaining to the academic progress of students in all undergraduate and most master’s degrees.
  • Ability to decide when it is appropriate for a student to submit a petition for an exception to an academic policy.

Exposure to Confidential Information

  • Yes. Exposed to confidential student records, including grades, health, and personal information.

Physical Requirements

  • Physical able to sit and stand for long periods of time,
  • Able to use computer and move about office to interact with other staff members,
  • Able to attend meetings on site,
  • Able to bend and/or stoop,
  • Able to climb and lift up to 15 pounds to perform tasks that may be assigned in the course of operations.
  • Must be able to carry up to 15 pounds of parts and equipment.
  • Must be able to perform occasional overhead reaching, bending, stooping, twisting, and kneeling.
  • While performing the duties of this job, the employee is regularly required to talk and hear.
  • Frequently required to sit and reach with hands and arms.
  • Specific vision abilities required by this job include close vision and ability to adjust focus.
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