JOB TITLE: Administrative Assistant to the Director of Marketing and Communications (Part-Time)
DEPARTMENT: Marketing and Communications
DIVISION: Institutional Advancement
SUPERVISOR: Director of Marketing and Communications
COMPENSATION & BENEFITS: $11/hr, 20% Tuition Reimbursement
HOURS: Monday-Friday, Flexible with class schedule, 29 Hours/Wk
I. PURPOSE OF THE JOB
The Administrative Assistant serves to support the director of the department and its other staff members as they fulfill their duties.
II. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
Manage internal office operations.
Provide support for other staff personnel employed by the department.
Aid in interpreting the nature of the department and the tasks accomplished by this office to the administration, staff, students and other various constituencies.
Assist the director in making, communicating, and implementing decisions in keeping with the responsibilities of the department.
Process all communications work requests from various campus departments
Manage basic content edits for primary websites
III. OTHER DUTIES & RESPONSIBILITIES
Assist the director in the management of the office in matters assigned to the office by the president or by seminary policies and procedures.
Manage telephones and other messages conveyed to the department as well as distributing interoffice and postal mail.
Compose memoranda, letters and other materials as directed by the director as well as transcribe correspondence.
Assist with arrangements such as travel, housing as necessary.
Assist with arrangements such as travel, housing for the annual Southern Baptist Convention.
Assist the director in the planning and coordinating of the seminarys presence at the Southern Baptist Convention.
Assist the director in preparation of student staff schedules of classes, work hours and other documents as needed.
Assist in preparing and proofreading materials as assigned.
Maintain the directors calendar of appointments.
Maintain administrative files and other necessary records in the office.
Initiate personnel change form for employees within the department.
Maintain archival files of projects.
Handle check requests and purchase orders for the department and maintain financial records.
Maintain and order an adequate amount of office supplies for the department.
Copying, filing, faxing as related to miscellaneous projects.
Maintain database for the mailing of publications.
Assist director as needed.
IV. KNOWLEDGE AND SKILLS
At least two years of successful training and/or experience, or other evidence of secretarial and administrative skills.
Good language and communication skills and ability to proofread.
Able to use all general office equipment.
Knowledge of modern computer software and the ability to learn other computer programs as needed in the performance of the job.
Ability to multi-task with several interruptions.
Ability to maintain discretion and confidentiality in sensitive matters of Seminary business.
???????V. FISCAL RESPONSIBILITY (Budgeting responsibilities, approval privileges on purchase orders and check requests, reporting and auditing functions.)
Prepare purchase orders and check requests for incoming invoices or reimbursements for travel or other approved office expenditures.
???????VI. EXTENT OF PUBLIC CONTACT (Within and outside the University)
Communication with all other departments within the Seminary including some faculty and most staff.
Communication with vendors for miscellaneous projects.
Communication with students on various responsibilities they meet with the Department.
Communication with outside media as directed by the director.
???????VII. PHYSICAL DEMANDS (Walking, lifting, equipment, operation, etc.)
Normal fitness as required for office duties.
???????IX. WORKING CONDITIONS AND ENVIRONMENT (i.e., necessary travel, unusual work hours, unusual environmental conditions, etc.)
Some overtime may be required when trying to meet deadlines during the planning of the Southern Baptist Convention or during Southeastern Society/Board of Trustees meeting.
Southeastern Baptist Theological Seminary