Administrative Assistant

Job Title: Administrative Assistant for PhD and ThM Studies

Department: Office of PhD and ThM Studies

Supervisor: Director of PhD and ThM Studies

Purpose of Position

Assist the Director of PhD and ThM Studies with the running of the Office, including communications with students, faculty, and staff; helping applicants navigate admissions from initial inquiry through enrollment; supporting the Director’s courses; serving students during seminar weeks; and welcoming students and applicants who visit the office.

Essential Functions and Responsibilities

• Oversee the Director’s calendar
• Manage the Director’s CampusNet Course Pages, textbook requests, classroom management, and syllabus development
• Communicate with students in the Director’s courses
• Answer phone, emails, and other daily correspondence
• Schedule Director’s travel through Concur
• Schedule travel for guests through Concur
• Work with Registrar’s office to maintain Academic Catalog, course catalog, and student enrollment in courses
• Maintain the annual seminar offerings master list
• Confirm teaching schedules and request syllabi from professors each semester
• Advise students on course scheduling, policies, and program expectations
• Assist in student tracking

• Schedule meetings and conference calls for the Director as requested
• Maintain appropriate files, reports, and information for accreditation purposes
• Maintain and update handbooks for the PhD and ThM degrees
• Assist in communicating with interested students, applicants, and current students 
• Assist in recruiting and processing potential students
• Assist applicants and students with questions/issues regarding the PhD and ThM programs
• Work with different Departments (Ministry Centers, Distance Learning, Admission, Registrar’s Office, Accounting, Communications, and Events) regarding PhD and ThM events and recruiting
• Maintain office supplies for the Office.
• Assist the Director with other clerical and administrative tasks as needed.
• Respond promptly to inquires about the PhD and ThM programs
• Review applications in Slate and forward them to the Director for final approval
• Communicate with the PhD/ThM Admissions Committee
• Produce monthly PhD/ThM Newsletter for students
• Manage the PhD/ThM Orientation CampusNet Page
• Periodic trips to make purchases
• Schedule activities and events for the PhD and ThM Office
• Any other duties as requested by the Director of PhD and ThM Studies

Knowledge and Skills

• Pleasant communication on the phone and in person
• Excellent written communication skills
• Ability to follow through with assigned tasks
• Takes initiative in identifying tasks that should be completed
• Ability to interact well with other offices and personnel on campus
• Ability to maintain confidentiality and discretion in sensitive matters
• High competency in computer and telephone skills
• Competency with Moodle and Microsoft Office applications
• Knowledge of Asana, Zoom, and Calendly are a plus
• Adept at picking up new applications quickly
• Works well in a team environment