Part-time Administrative Assistant to the Director of Special Projects and Partnerships, GTI

DescriptionJOB TITLE: Part-Time (29-hour) GTI Special Projects and Partnerships Administrative Assistant

DEPARTMENT: Special Projects and Partnerships, GTI

DIVISION: Academic

SUPERVISOR: Director of Special Projects and Partnerships

PURPOSE OF THE JOB

To assist the Director of Special Projects and Partnerships in developing and maintaining GTI Special Projects and Partnerships (SPP) for Global Theological Initiatives

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Schedule meetings and conference calls for the Director as requested
Assist the Director with class-related technological and administrative set-up for both GTI and non-GTI courses.
Attend meetings and provide minutes and follow-up action steps
Assist the Director in developing SPP relationships and follow-up on partnership-related conversations
Create and maintain all cohort-related documents
Assist in communicating with cohort coordinators to plan and confirm course dates, professor accommodations, course translators, translation of documents, et al.
Advise and inform students concerning SPP programs and policies.
Assist students with questions/issues regarding SPP courses, registration, and payment
Maintain appropriate files, reports, and information for accreditation purposes.
Maintain and update continuity folder for the SPP initiative.
Create needed documents for partnerships, donor reports, etc.
Assist in recruiting and processing potential adjuncts.
Oversee the translation of materials, documents, and conversations as well as check translations by others as needed.
Work with different Departments (Ministry Centers, Distance Learning, Admission, Registrar’s Office, Accounting, Communications, and Events, etc.) regarding SPP events, programs, and ministries.
Oversee travel logistics for the SPP Director and assist in travel for any SPP adjuncts.
Maintain office supplies for the Initiative.
Assist the Director with other clerical and administrative tasks as needed.

OTHER DUTIES & REPONSIBILITIES

Additional responsibilities may be designated by the Director of SPP as needs arise

SUPERVISORY RESPONSIBILITIES

N/A

KNOWLEDGE AND SKILLS

Ability to speak, write, and read a second language desired, but not required. Special attention given to applicants who speak French, Portuguese, or Arabic.
Administrative gifting and ability to self-manage
Attention to detail and ability to follow through with assigned tasks
Ability to develop relationships well and communicate effectively cross-culturally
Ability to interact well with various departments on campus and other personnel
Ability to maintain discretion and confidentiality in sensitive matters of Seminary business
High competency in computer and telephone skills, including but not limited to Microsoft Office Applications (Outlook, Word, Excel), CampusNet, etc.
Good working knowledge of social networking

FISCAL RESPONSIBILITY

Prepare check requests and reimbursement for travel, purchases, and services rendered.

Prepare invoices.
Submit annual budget requests, if needed.
Process all SPP cash advance forms and reimbursements for the Director of the SPP and the SPP department.
Assist with any needed requests for institutional advancement opportunities

EXTENT OF PUBLIC CONTACT

This job will primarily require digital communication with cross-cultural students, partners, coordinators, and professors.
Communication with SEBTS faculty and adjunct professors.
Communication with other seminary departments.
Represent the school for admission or other trips when needed.

PHYSICAL DEMANDS/WORKING CONDITIONS AND ENVIRONMENT

Normal fitness as required for office duties

QualificationsKNOWLEDGE AND SKILLS

Ability to speak, write, and read a second language desired, but not required. Special attention given to applicants who speak French, Portuguese, or Arabic.
Administrative gifting and ability to self-manage
Attention to detail and ability to follow through with assigned tasks
Ability to develop relationships well and communicate effectively cross-culturally
Ability to interact well with various departments on campus and other personnel
Ability to maintain discretion and confidentiality in sensitive matters of seminary business
High competency in computer and telephone skills, including but not limited to Microsoft Office Applications (Outlook, Word, Excel), CampusNet, etc.
Good working knowledge of social networking