Administrative Assistant for Networked Ed

Overview

Gordon-Conwell is a multidenominational, protestant graduate school with over 1,300 students and 25 faculty and staff members, hailing from 78 denominations and over 50 countries. We offer a residential model of education at South Hamilton, MA (our main campus); an urban context in Boston, MA; adult educational models at our Charlotte, NC and Jacksonville, FL campuses; in addition to online and cohort models involving students from around the world.

Our mission is to prepare men and women for ministry at home and abroad. Rooted in the gospel and God’s Word, the seminary seeks to develop Christian leaders who are thoughtful, globally aware, spiritually mature, and ready for a broad array of ministries. While being historically orthodox and evangelical, we seek to address the issues of our times with both relevance to the culture and faithfulness to Christ and God’s truthful Word.

Position Summary

This role functions under the broad supervision of the Dean of Networked Education (NetEd). The administrative assistant will work closely with the Dean to manage a wide range of administrative responsibilities pertaining to the seminary’s academic programs. Additionally, the administrative assistant will help the Dean with organization and preparation for upcoming meetings and tasks, facilitating interactions with various seminary functions. This position will also focus on developing and maintaining domestic and international partnerships for the seminary. Please note that as an adult education program, this position can periodically require evening or weekend activities. This role requires considerable energy and the ability to take initiative in accomplishing known tasks without regular prompting or oversight.

Primary Responsibilities

* Meetings & Calendars: Communicates and coordinates all aspects (e.g., calls, mails, emails, supporting documents, reservations, expenses, hospitality, etc.) of the Dean’s public functions (e.g., faculty meetings, board of advisors, travels, speaking engagements, teaching, events, etc.). Prepares agendas and records the minutes of various meetings, periodically in conjunction with other support staff as needed.

* Administrative Support for NetEd: Oversees the administrative details for domestic and global engagements. Connects administration and faculty with relevant leaders from partner institutions to ensure successful operations.

* Reporting: Assists the Dean in the production of documents, reports, and speeches through transcription, research, drafting, and editing. Helps produce documents that are administrative, public, legal, academic, or pastoral in nature.

* Faculty Contracts and Records: Maintains faculty records for the Dean, processes faculty teaching stipends in coordination with the VP of Graduate Programs office and Human Resources, ensures effective communication and administrative support for program faculty.

* Finances: Manages relevant academic budgets and expenses, submits, and approves reimbursement requests, and coordinates annual budget planning with related offices.

* Dean’s Office Events, Hospitality, Campus Support: Coordinates annual commencement ceremonies and other Dean’s office led events, represents the dean’s office for planning staff events, aids with campus hospitality, provides support to building services and backs the facilities staff for events and front door coverage if needed, coordinates flowers, sympathy cards, thank-you notes, etc. as required.

* Support Curriculum Planning: Works with the Dean and Registration to plan annual course offerings, communicate with the key individuals regarding institutional course needs, and with faculty about course preferences, and ensures finalized schedule is accurate with the Registration Office.

Required Competencies

* Administrative Skills: Strong administrative and clerical skills, including organizational and coordination skills to serve a multi-site office.

* Communication and Interpersonal Effectiveness: Strong preference for bilingual fluency in English and Spanish, additional language abilities in Portuguese are beneficial. Must have strong written and verbal communication skills, facilitating the flow of information and the completion of tasks in a timely manner. Excellent skills in research, writing, and editing required. Demonstrated ability to collaborate and serve in a team environment that requires collegiality and regular collaboration across multiple locations and modalities.

* Knowledge and discernment: Broad awareness of the range and content of the Dean’s responsibilities and duties, along with the clear recognition and significance of confidentiality in the activities of the Dean’s Office.

* Technical Knowledge: Experience with student information or similar system in a capacity accessing student records, course records, and creating and modifying data preferred. Competency with Microsoft Office, prioritizing Word, and Excel. Ability to use web conferencing software (e.g., Zoom) preferred. Aptitude to learn other applications as required.

* Mission: Clear understanding of the mission of the seminary and the NetEd program, and the willingness to abide by the Community Life Statement of GCTS.

Education and Experience

* Bachelor’s degree in a relevant field.

* Preference of a minimum of two years of previous experience in an administrative assistant role, or relevant experience.