Administrative Assistant

Manages the day-to-day office operations of the Center for Faith Engagement through reception, hospitality, organization, maintenance, supervisory support of student employees, clerical support for the executive team, and administrative assistance for the University Chaplain. Includes clerical management of the following CFE items:

• Human resources
  
• Purchasing
  
• Maintenance
  
• Communications
  
• Hospitality
  
• Budget and Finance
  
• Event management

Qualifications summary

To perform this job successfully, an individual must perform each essential duty satisfactorily. The requirements listed in the full position description are representative of the knowledge, skill, and/or ability required. The candidate will also be able to exercise the confidentiality of sensitive information. This job isn’t available for remote work and there may be reduced hours during holiday breaks, summers, or other times.




Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

Essential Duties and Responsibilities include the following. Other duties may be assigned.



Daily Duties

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  Manages the University Chaplain’s calendar and independently schedules appointments.
  
  

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  Acts as a receptionist for the Center for Faith Engagement space including keeping the office clean and organized.
  
  

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  Screens incoming calls and correspondence and responds independently when possible. Daily follows up any incoming voicemails from the main Center for Faith Engagement line.
  
  

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  Routes incoming mail for office personnel.
  
  

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  Welcomes visitors and directs their questions to the appropriate person, website, or printed material.
  
  

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  Maintains volunteer sign-up sheets and volunteer database. As well as sends communications to volunteers.
  
  

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  Receives and distributes all emails from [email protected] or messages from various social media platforms.
  
  

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  Provides administrative and clerical support to the Chaplains and the Director of Student Missions and Service Projects.
  
  

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  Coordinates appointment calendars for the Chaplains and the Assistant Director of Service and Missions. Provides information to the chaplains pertinent to the scheduled appointments.
  
  

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  Oversees the maintenance of a professional Christian work environment at all times. This includes professional dress, language, office decorations, and general decorum.
  
  

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  Provides leadership, training, and management to office personnel.
  
  

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  Maintains work schedule of hourly employed office personnel.
  
  

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  Oversees and verifies all time clock hours for CFE hourly employees.
  
  

Weekly Duties

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  Directs preparation of records such as agenda, notices, minutes, and resolutions for corporate meetings.
  
  

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  Coordinates all print material for CFE magazine display.
  
  

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  Keeps screens outside Center for Faith Engagement current with content provided by chaplains and ministry leaders.
  
  

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  Maintains all office equipment and orders and maintains supplies for office management and chaplains’ use.
  
  

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  Organizes and maintains files for general CFE office information.
  
  

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  Maintains order of common area, storage, supply closets, office equipment, and popcorn machine.
  
  

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  Handles all purchasing for Center for Faith Engagement.
  
  

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  Attends and takes minutes at all CFE related meetings. Submits meeting minutes to the University Chaplain within one week for review prior to sending the minutes to all members.
  
  

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  Handles campus reservations of CFE events (guestrooms, HPAC, auditoriums...)
  
  

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  Under the direction of the University Chaplain: prepares agendas, reserves meeting space, transcribes minutes of meetings, sends out minutes to meeting members, and keeps an official record of all minutes for the Center for Faith Engagement files.
  
  

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  Tracks and reports student engagement reports.
  
  

Monthly Duties

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  Maintains the CFE web site.
  
  

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  Maintains all CFE staff and CFE student leaders current contact information and creates a text list serve of all CFE employees.
  
  

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  Inventories and manages all Center for Faith Engagement equipment.
  
  

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  Processes, in conjunction with Human Resources, all contracts, job descriptions, and work permits for student chaplains and ministry leaders.
  
  

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  Performs other duties as assigned by the University Chaplain.
  
  

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  Reconciles all credit card receipts and IDC purchases.
  
  

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  Coordinates assigned CFE events, leadership retreats; staff Christmas Parties, staff birthdays, etc. as assigned by the University Chaplains.
  
  

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  Assists in coordinating travel for CFE guests as directed by the chaplains. This includes verifying travel arrangements, room reservations, local transportation, and speaker/guest hospitality for CFE ministries throughout the year.
  
  

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  Processes all check requests for CFE.
  
  

Yearly Duties

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  Prepares memorandums outlining and explaining administrative procedures and policies to supervisory workers, and monitors compliance.
  
  

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  Maintains and publishes the Center for Faith Engagement master calendar.
  
  

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  Works with the Executive Team Member in charge of communications to design and manage Center for Faith Engagement promotional materials, which may include forms.
  
  

Periodic Duties

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  Assists in arranging programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, and controlling event budget.
  
  

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  Arranges complex, detailed travel plans and itineraries, and compiles documents for travel-related meetings.
  
  

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  Maintains office management budget for supplies and events; creates expense reports for office management and assists CFE student leaders for financial management training.
  
  

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  Works with Plant Services and other relevant departments to maintain the physical space of Center for Faith Engagement.
  
  

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  Performs other duties as assigned by the direct supervisor.
  
  

Supervisory responsibilities

This person will supervise the student office assistant. And as directed by the University chaplain other student employees.

Qualifications

The ideal candidate takes initiative and can: problem solve, pay superior attention to detail, multitask, and process management.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.



Education and/or Experience


College degree or related work experience desired.



Language Skills


Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. And the ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.




Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

NA

Interpersonal interactions

Must be comfortable interacting with diverse groups of co-workers, faculty and staff on campus as well as students and visitors.






Must have a warm and friendly personality. Must be willing to help "clients" according to their needs. Must be willing to train and supervise students, and also interact on a professional level with faculty and staff. Must be a team player and fit comfortably with the office atmosphere and philosophy of advocacy.

Physical demands

Must be able to sit/stand for extended periods. Must be able to lift 40lbs. Must be able to clean with university cleaning supplies.

Work environment

Office environment and occasionally event management (indoor and various venues).