Administrative Assistant to the Dean

Position Title: Administrative Assistant

Department: Texas Baptist College

Date Prepared: May 2024

FLSA Status: Hourly / Non-Exempt

Full Time

Standard of Christian Commitment

The candidate must be a professing Christ follower who possesses a strong commitment to the mission and core values of Southwestern Seminary and Texas Baptist College, possess a clear understanding of Southern Baptist heritage and culture, and agrees to serve in accordance with and not contrary to the?current edition of the?Baptist Faith and Message.

Southwestern Seminary, an entity of the Southern Baptist Convention, is a confessional institution. While the Seminary serves the larger evangelical Christian community, employees must embrace the values and standards the Seminary represents as it fulfills its mission of shaping Christian leaders within our denominational context.

Since?duties of this?position require the employee to?represent?the Seminary to prospective and current students, candidates must abide by the Seminary bylaws, the Employee Handbook, and the?current edition of the?Baptist Faith and Message as a condition of employment.

Job Summary:

To provide administrative assistance to the Dean of Texas Baptist College and its Faculty and Staff.

Essential Job Functions / Responsibilities

• Provide day-to-day administrative assistance and clerical support.

• Keeps supervisor’s calendar, makes appointments, schedules meetings, and makes necessary travel arrangements

• Answering telephone calls, greeting visitors and processing mail/email.

• Answers a variety of routine inquiries which require knowledge and an understanding of the organization, programs, and procedures related to the work

• Assist the dean and professors in using Colleague to generate academic evaluations of advisees, when needed.

• Assist in the on-boarding related forms for salary adjustments, transfers, and employment separations of faculty, adjuncts, graduate assistants, teaching assistants, and staff. This includes filling out the required paperwork, directing the new personnel in their roles, and coordinating information between the department office and HR.

• May include some supervision of graders and teaching assistance.

• Will be responsible for timekeeping of hourly staff within department and ensuring final timecards are accurate and approved by payroll deadlines.

• Processes expense vouchers for supervisor.

• Assists with ad hoc committee projects as needed.

• Establishes and maintains office files.

• Under the direction of one’s supervisor, keep current records on the faculty/staff including appropriate personal files, the department structure, organizational charts, rank and tenure, chairs and professorships, sabbatical leaves, and seniority.

• Keep the faculty informed of due dates for such affairs as sabbatical leave requests and reports.

• Assist supervisor in preparing monthly meeting agendas; attend monthly faculty meetings, take minutes, and prepare minutes for distribution.

• Effectively navigate and use organization systems, policies, and procedures to achieve goals and performance expectations.

• Maintain the department budget:

• Work with the supervisor and direct reports of supervisor to create annual budget.

• Monitor monthly credit card expenses, assigning purchased items appropriate Cost Center Numbers and forwarding the information to the Provost and Business offices.

• Maintain Travel Expense Forms for the dean and all faculty for approved travel expenditures.

• Maintain all Check Requisition Forms.

• Assist students with concerns related to course of work and school requirements, petitions

• Assist students with paperwork for petitions, such as dropping a course, adding a conference course, taking more than 21 hours, etc.

• Work with the dean to create the Trustee’s Report, outlining all Texas Baptist College achievements and academic changes.

• Collect faculty information and academic changes throughout the year in order to edit the yearly Texas Baptist College academic catalog. Submit requests when changes to the Texas Baptist College website are needed.

• Assist the dean with faculty evaluations by yearly collecting and