Administrative Assistant, Student Life and Campus Ministries

Administrative Assistant

SUMMARY

Administration for Student Life and Campus Ministries

• Performs basic clerical tasks, such as answering phones, scheduling appointments, preparing correspondence, filing, copying, and entering data.
• Performs basic bookkeeping tasks such as managing expenditures, preparing expense reports, and processing departmental purchase orders.
• Prepares various administrative documents such as expense reports, Personnel Action Forms, transfer requests, and work orders, based on specific requests.
• Manages electronic credit card statements and oversees the purchase allocation process.
• Monitors student life and campus ministries general emails and phone calls.
• Submits and manages departmental space requests and off campus reservations.
• Provides secondary support to the Office of Campus Ministries.
• Demonstrates proficiency in navigating and utilizing university technology platforms (e.g. Jenzabar, Just Giving, MS 365, Teams, etc.)

Campus Ministries & CM Global

• Processes invoices, requisitions, purchase orders, and wire transfers related to mission trip expenses and travel.
• Compiles trip rosters and official passport travel rosters for mission teams.
• Coordinates team flight proposals with specified travel agents using information provided by the Director.
• Calculates, tracks, and records incoming donations, payments, and deposits for student missions using the designated platform (Just Giving).
• Receives, processes, and promptly deposits in-office donations and/or payments of checks and cash.
• Provides student participant rosters to Student Life related to student trip participants for verification of good standing related to PBA community values.
• Assists the Director with Global Travel Advisory trip pre-approval forms and in his role as chair of the university Global Travel Advisory Board.
• Student support:
  • Assists students in tracking fundraising deadlines for their portion of overall mission team/trip expenses.
  • Coordinates with RCEL and troubleshoots by providing student support for the TRM CM Global application process.

Operational Support

• Provides assistance with reports requested for AVP for Student Life and Director of Campus Ministries.
• Provides temporary support to student-facing offices across the university during high traffic times (e.g. non-registered students, student holds, incomplete enrollment checklists, and general student concerns).
• Manages office supply inventory, coordinating purchases to restock as needed.
• Ensures Student Life webpages are up to date, editing as approved by AVP and Director of Campus Ministries, and report edits to appropriate campus partners.
• Assists with marketing and promotion by coordination with the Office of Advancement.
• Provides administrative support for special events such as Student Life Professional Development, Welcome Week, Connect Week, Global Emphasis Week, etc.

Qualifications

Education and Experience

• Post high school training required; Bachelor's degree preferred, or equivalent experience.
• 1+ years' experience in an administrative support role, fast-paced environment, required; higher education, non-profit, or missions organization setting preferred..

Essential Competencies

• Customer Service Orientation – Keeps internal and/or external key stakeholder(s), students, parents, faculty, staff and community partners in mind at all times.
• Professionalism – Displays a high level of professionalism, e.g. timeliness, reliability, communication, and work ethic.
• Christ-first Faith – Provides spiritual support to community members, including students, on their Christian faith journey.
• Adaptable/Flexibility – Ability to change or adjust to change.
• Attention to Detail – Ability to efficiently and accurately focus on a specific task or number of tasks. Reviews details with a critical eye.
• Confidentiality – Maintains the necessary confidentiality and discretion required for the position.
• Conflict Management – Functions professionally and wisely during difficult conversations, while under stress, and while managing challenging situations.
• Continuous Improvement – Implement or brainstorm ways to optimize a process.
• Effective Communication – Expresses ideas and information in a clear and concise manner both verbally and in writing to convey clear, well-articulated messaging across a wide variety of audiences.
• Establishes Trust – Gains the confidence of others by actions and words that promote being honest, forthcoming, and vulnerable.
• Problem-solving – Anticipates, evaluates, diagnoses, and resolves problems in a systematic and fact-based manner.
• Project and Time Management – Effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines.
• Teamwork & Collaboration – Creates a climate that fosters commitment to a common vision and shared values that promote cooperation and working together through trust and support of others both departmentally and cross-functionally.
• Technology – Strong aptitude to learn new technologies as department processes evolve.

Additional Requirements

• Ability to work non-routine hours during certain times of the year.
• Ability to sit for prolonged periods of time.
• Ability to traverse campus and stairs.
• Ability to lift/move objects up to 25 pounds.