FT - Administrative Assistant, Counseling Ministries

Job Summary

The Administrative Assistant provides administrative support for the Counseling Ministries Department by assisting each professor in his or her educational tasks. Duties include handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings.

Duties/Responsibilities

• Be in the office by 8 am to ensure someone is available to answer phone calls and direct visitors to appropriate offices.

• Indicate when you will return when leaving your office.

• Answer phone calls and direct calls to appropriate parties or take and deliver messages.

• Greet visitors and determine whether they should be given access to specific individuals, which includes the setting of appointments.

• Regularly check email, when arriving at 8 am, then hourly thereafter, addressing needs and issues within the day.

• Regularly check phone messages, when arriving at 8 am, then hourly thereafter forwarding messages as appropriate, or answering messages within the day.

• Open, sort and distribute incoming correspondence, both off campus mail and interoffice mail/materials twice daily.

• Maintain professors' calendars in Microsoft Outlook, including posting courses, chapels, department meetings, committee meetings, appointments, office hours, travel schedules, etc.

• Send reminders to appointees 1 day before appointments asking them to confirm.

• Type reports, memos, letters and help with other documents with proficiency using Microsoft Office Suite software programs (Word, Excel, PowerPoint).

• Record, type and distribute meeting minutes.

• Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.

• Perform general office duties such as maintaining copy/printers and ordering supplies, maintaining and ordering office supplies, making photocopies, collating notes/handouts, scanning documents, faxing documents, etc.

• Keep work area clean, organized and sorted with timely disposal of old and no longer needed items.

• File and retrieve documents, records and reports.

• Maintain access to all campus forms.

• Make travel arrangements for faculty.

• Complete and file expense reimbursement reports for faculty.

• Upload Syllabi to Simple Syllabus for all CM Department courses each semester.

• Manage grader applications by preparing grader acquisition forms and ensuring timely filing each semester.

• Maintain and approve Paycom time records for graders.

• Schedule weekly Department meetings and securing meeting space with Teams capabilities.

• Help coordinate and schedule the CM Department meeting immediately following faculty workshop the Thursday before the Fall semester starts

• Complete forms required for reserving rooms and arranging food service for various classes and events.

• Run errands including delivery of student papers to file folders and picking up correspondence from other departments and offices on campus.

• Assist the Department chair with oversight of the departmental budget ensuring all expenses are properly debited from correct accounts and tracking expenditures and overages.

• Order resources for faculty.

• Manage the ordering, distribution, and reimbursement of course materials, including Prepare/Enrich and RelateStrong by distributing student access codes, ensuring access to required materials, and coordinating with the DTS Business Office to process reimbursements and accurately charge student accounts.

• Assist the CM Department Chair and MAC Clinical Coordinator in administering Supervision Assist for MAC CACREP students.

• Coordinate and schedule Stage 2 interviews for MAC students, collaborate with faculty on scheduling, and communicate results to students.

• Support the CM Department Chair in managing the department schedule by coordinating faculty communications and submitting scheduling requests to the RO's Office.

• Proven administrative assistant skills, including use of the telephone system

• Excellent time management skills and ability to multi-task and prioritize work

• Attention to detail and problem-solving skills

• Excellent written and verbal communication skills

• Positive personality

• Professionalism

• Ability to work in a team environment

Education and Experience:

• High school diploma. Bachelor's degree preferred.

• Five years of administrative experience preferred.

• Knowledge of the culture and purpose of DTS is strongly desired.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 20 pounds on occasion.