Administrative Coordinator: Offices Of Spiritual Development, Student Wellness & Torrey Conference

Biola University La Mirada , CA 90637

Posted 4 months ago

Administrative Coordinator: Offices of Spiritual Development, Student Wellness & Torrey Conference

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Basic Function and Responsibility: To provide project management and administrative support to the Dean of Spiritual Development, Dean of Student Wellness, and Assistant Dean of Chapels. In addition to administrative support to Deans, areas of oversight include chapel accountability processes and logistics for Torrey Conference execution.

Supervises/Manages: Chapel Accountability Coordinator (part-time staff position); Front-Desk Undergrad Student Interns

Primary Responsibilities:

1.Dean-level Support: Provides assistance to the Dean of Spiritual Development and Dean of Student Wellness, who serve on the Student Development leadership team and are responsible for executing programs and services within their respective areas:

o Filter and respond to all incoming emails, phone calls, appointments, guests, and employee requests, noting and conveying details thoroughly and concisely; extending hospitality to office visitors, both scheduled and non-scheduled appointments.

o Maintain and manage the Deans' calendars: compile and coordinate meeting requests, arrange appointments as directed, provide prompts and reminders for meetings as needed, anticipate and prepare needs for meetings (agendas, reports, visual media, copies of materials, room reservations, set-up, etc.). Records and distributes meeting minutes as needed.

o Provide research assistance to the Deans by analyzing documents and preparing research reports on various topics related to Spiritual Development and Student Wellness.

o Provide support to committees chaired by the Deans, as needed: extend invitations, create rosters and email groups, maintain accurate committee calendar, monthly agenda and minutes, create digital presentations, etc.

o Provide administrative support to both offices by fielding questions, purchasing supplies and office furniture, and other needs

o Oversee and process purchasing requisitions, cash advances, credit card transactions, and expense reports in a timely manner. Aid in year-end budget projections and establishment of annual budgets.

o Assists in coordinating travel itineraries as needed and requested.

o Develop and manage communication processes and timelines for website, Inside Story, Parent Newsletter, social media, blog posting and other communication strategies.
2.Spiritual Development & Student Wellness Representation: General knowledge of each area's functions and focus is necessary to provide a deeper level of assistance and an accurate representation of these areas to students, parents, and colleagues. Ability to emulate the respective areas' voice, cares, and concerns in communication and time management.
3.Chapel Accountability Oversight

o Supervise Chapel Accountability Coordinator, a part-time staff position dedicated to managing chapel attendance processes for approximately 4000 students and 8-9 opportunities per week while classes are in session and conference attendance for annual Torrey Memorial Bible Conference (Fall) and Missions Conference (Spring).

o As part of supervisory duties, aid Chapel Accountability Coordinator in matters related to hire, training, and management of 20-25 student workers (chapel scanners and ushers), as needed.

o Support Chapel Accountability Coordinator in management of Presence, Chapel Manager, and student Chapel Report - systems related to tracking student attendance and calendaring chapel events.

o Maintain awareness of chapel attendance policies and procedures, including department chapels, chapel waivers, conference attendance policies, and chapel attendance fines, in support of Chapel Accountability Coordinator role.

o Act as final decider in questions related to student chapel attendance and fines.
4.Coordinate Torrey Conference Logistics

o Oversee, maintain, and troubleshoot the overall chapel and Torrey Conference calendars on Biola website, in coordination with Assistant Dean of Chapels and Worship, Assistant Director of Chapel Programs, and IT. This includes use of online software like Google Docs and Planning Center Online.

o Oversee and process contracts, reimbursement requisitions, compensation requisitions, purchasing requisitions, cash advances, credit card transactions, expense reports, and travel itineraries in a timely manner. Aid in budget projections and establishment of annual budgets.

o Develop and manage communication processes and timelines for website, Inside Story, Parent Newsletter, social media, blog posting and other communication strategies.

o Assist in coordinating, distributing, and collecting assessment data for Torrey Conference.

o Assist in coordinating production details with Events staff as needed.

o Assist in revising and updating the Torrey Conference manual as needed.
5.Other Tasks as Assigned: The role of the EA is fast-paced and integrative, which means he/she may be pulled into various committees, projects, meetings, processes and tasked with items that contribute to the overall mission of Spiritual Development and Student Wellness.

Supervision Received: The position reports to the Dean of Spiritual Development and the Dean of Student Wellness, as well as the Assistant Dean of Chapels as it relates to Torrey Conference

Character and Skills Qualifications:

Professional, composed, independent worker. Flexible, works well with multiple tasks at once.

Task oriented, able to work with minimum supervision, commitment to Christian Higher Education. Holds personal theological beliefs that are in agreement with the Biola Doctrinal Statement. Maintain a lifestyle consistent with sound Christian principles and standards of conduct promulgated by the institution.

Able to respect and uphold issues of confidentiality with poise, especially related to student concerns.

Excellent interpersonal skills and ability to work effectively and professionally with a wide variety of individuals.

Demonstrates ability to communicate professionally with others in person, by email, and on the phone; specifically displaying excellent written and verbal communication skills with strong editing/proofing skills.

Demonstrates cultural competence and humility with staff, faculty and students alike.

Should demonstrate high energy, inclusive and warm positive personality, and be an effective communicator of the strengths of Biola.

Ability to work well with others and function as a team member.

Able to work independently, managing his/her own workflow, prioritizing projects, and multi-tasking and planning for frequent deadlines.

Ability to exercise good judgment and discretion in job performance with a cheerful, courteous, and helpful attitude.

Excellent computer skills (proficiency in Google Suite, Microsoft Word, Excel, and Powerpoint a must). Ability to use office equipment, copier, fax machine, multi-line telephone.

Education:

Bachelor's Degree (preferred, but not required)

About Student Development

The vision of Student Development is to see Every Student: Empowered, Transformed & Thriving.

The mission of Student Development is to create an integrated, Biblically-centered learning experience that promotes the whole person development of all students. Biola University affirms its value for and commitment to a diverse and inclusive workforce. The division of Student Development is dedicated to being a diverse and inclusive department that will reflect the diversity of the Biola community and demonstrate intercultural proficiency.

Student Development is composed of three interdependent areas: Spiritual Development, Student Wellness and Community Life.

Spiritual Development provides spiritual formation & discipleship education and programming in the form of chapels, pastoral care, student-led ministries and the annual Torrey Memorial Bible Conference. Student Wellness is dedicated to developing and implementing proactive and preventative strategies for student wellbeing, and consists of the Student Health Center, the Learning Center and Student Care. Community Life oversees co-curricular activities programming designed to foster belonging and healthy relationships among our student body.

Physical demands/Work environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work in this position is performed within routine office conditions, usually without exposure to hazardous or unpleasant conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
1.Driving an automobile, van or truck on public roads and highways
2.Repetitive use of a computer screen, mouse and keyboard
3.Carrying, lifting, loading/unloading, and setting up for events
4.Walking across campus (stairs, uphill, etc.) to tend to daily errands, meetings, setup, deliveries, etc.

Hours Per Week: 40

Months Per Year: 11



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Administrative Coordinator: Offices Of Spiritual Development, Student Wellness & Torrey Conference

Biola University