Administrative Assistant to the James River College Director - Full Time

Description

Job Summary

The Assistant primarily provides administrative assistance to the Director of James River College, and the James River College department. The position will play an active role in the successful execution of data management, accounting, communication, and events hosted by James River College. This position provides leadership, mentorship and direction for students attending James River College. This is a full-time, hourly, non-exempt position at our South campus.

Essential Responsibilities & Duties 

Office Tasks:

•  Answer phone calls to the Director’s office.
• Create and update the Director’s appointment calendar.
• Create agendas for and keeps the minutes of James River College Staff Meetings.
• Perform additional duties as assigned.

Events:

•  Is responsible to give overall administrative support for the following James River College events. 
•  James River College Graduation Celebration.
•  Graduation activities with Evangel University.

Scholarships:

• Receive, review and award scholarships based on set requirements.
• Send award email or letter to recipients and keep track of all scholarships awarded.
• Communicate scholarship awards with Evangel University.
• Enter all awards into the data base for Evangel University.

Evangel University:

• Tracks calendar and pertinent information from Evangel University regarding James River College involvement. 
• Updates academic calendar to sync with Evangel University. 
• Attend monthly meetings with Evangel University Financial Services staff.
•  Acts as a primary liaison between James River College and Evangel University for administrative needs.
• Financial aid and billing: coordinates with RD housing forms & deposits and meal plan forms and works with Evangel for billing.
• Student records: receives drop/add forms from Librarian to transport to Evangel. 

Professors and Students:

• Creates and edits academic schedules with Evangel and professors.
• Advises students on schedules.
• Coordinates communication handoff to James River College librarian for day to day operations in the classroom.

Budget:

• Assist James River College Director and Operations Director in the creation of the yearly budget.
• Track the budget and communicate any needed changes throughout the year.
• Attend monthly budget meetings with the James River College leadership team.
• Answer financial inquiries from the James River College leadership and/or Operations department.
• Make necessary journal entries.

Credit Card Statements: 

• Create POs and collect receipts for the Director and the Men’s Resident Director Statements.
• Maintain the Expense Report for the Director.
• Coordinate credit card statements and spending for the departmental members.

Accounting:

• Receives all invoices and fills out POs for payment. 
• Collect money received in James River College chapel offerings.
• James River College deposits.

Visitation:

• Collects names and folders for Monday night visitation for the Director.

This job description is not intended to be all-inclusive. Employees may perform other related duties as negotiated to meet the ongoing needs of the organization.

Requirements

Job Requirements

• Three (3) years in an administrative support function; OR 
• Any equivalent combination of training and experience.
• Accounting and/or management experience degree preferred.

Knowledge, Skills, & Abilities

• Strong administrative and communication skills. 
• Ability to perform secretarial and clerical duties with speed and accuracy without immediate and constant supervision.
• Advanced knowledge of the James River College department, and James River Church.
• Ability and strong desire to communicate with and assist college students.
• Knowledge of modern office methods and procedures, telephone techniques, and office equipment, as well as English usage, spelling, grammar, and punctuation.
• Exhibit good judgment, honesty, integrity, responsibility, and punctuality through the utilization of professional work standards.
• Ability to establish and maintain effective working relationships with supervising personnel, co-workers, civic organizations, business professionals, and the general public.

Code of Conduct