Administrative Assistant, Gordon-Conwell Institute

Gordon Conwell Theological Seminary•South Hamilton, MA

About The Position

The Administrative Assistant provides comprehensive administrative, operational, and program support to the Gordon-Conwell Institute. This role serves as the primary point of contact for GCI and facilitates broad cross-departmental coordination. A significant portion of this role is dedicated to program administration, including the Korean Doctor of Ministry (KDMin) program. The ideal candidate is a highly organized, proactive professional who brings strong communication skills, financial acumen, strategic thinking, and the ability to manage multiple priorities with discretion and cultural sensitivity in a seminary environment.

Requirements

Administrative and Financial Acumen: Demonstrated ability to manage complex administrative operations with accuracy, efficiency, and attention to detail; Proficiency in financial recordkeeping, budget monitoring, and processing of invoices, stipends, and expense reports.
Communication and Interpersonal Effectiveness: Must have excellent written and verbal communication skills and must have excellent relational and networking abilities. Must have collaborative spirit with strong initiative and follow-through in order to anticipate needs, identify gaps, and proactively problem-solve. Commitment to a high level of confidentiality and attention to detail is required.
Cultural Intelligence: Commitment to collegiality, diversity, inclusion, and cultural awareness, particularly in the context of Korean ministry and international student populations. Demonstrated ability to collaborate and serve in a team environment that requires relational intelligence and regular collaboration across matrixed, multi-campus environment.
Technical Knowledge: Competent in using Outlook, Word, Excel, PDF Editor, Teams. The ability to use web conferencing software (e.g., Zoom) preferred.
Organization and Project Management: Strong organizational skills with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously. Initiative and proactivity in managing workflows, following through on tasks, and improving operational processes without being directed.
Clear understanding of the Seminary’s mission and willingness to affirm the Community Life Statement of GCTS.
Bachelors degree required.
1-3 years of experience in higher education administration, theological education, or a nonprofit ministry environment is required.

Nice To Haves

Familiarity with academic program management, student services, or registrar functions preferred.
Experience supporting senior leadership in an executive or administrative capacity, including managing confidential information with discretion and professionalism preferred.
Exposure to Korean church, ministry, or diaspora communities is strongly preferred; Experience working with or alongside international communities, multilingual contexts, or cross-cultural programs is an asset

Responsibilities

Manage daily administrative operations and provide comprehensive support to the GCI Dean, including research, document preparation, and correspondence.
Coordinate meetings, reservations, catering, and schedule alignment for online and in-person engagements.
Facilitate cross-departmental communication and coordination on behalf of GCI, including for GCI events.
Support onboarding of new staff and student workers and maintain adequate office supplies.
Serve as the primary point of contact for GCI, responding to inquiries in a timely manner.
Develop, produce, and distribute the GCI quarterly newsletter, including soliciting and compiling highlights from GCI centers.
Collaborate with Marketing & Communications to maintain GCI website content, marketing materials, and communication channels.
Monitor GCI expenses, perform routine bookkeeping, and maintain accurate financial records.
Review and process expense reports; prepare invoices, service agreements, and contracts as needed.
Process faculty and instructor stipend requests for GCI and KDMin programs.
Monitor monthly budget reports and prepare annual budgets for GCI; serve as primary liaison with Accounting, Human Resources, and external vendors.
Serve as the primary point of contact for KDMin students, managing program logistics, record-keeping, and systematic student communication.
Collect and process pre-residency, residency, post-residency, and thesis defense documents.
Coordinate residency logistics, student life issues, and graduation processes.
Liaise with the DMin Office, Registration Office, and Digital Education on program matters.
Maintain accurate payment records for GCI/KDMin students; send payment reminders and receipts.
Coordinate with Student Accounts and Accounting to process scholarship disbursements and transfer payments to the GCI Korea account.
Facilitate the transition of GCI Korea MCP learners into the KDMin program in collaboration with the GCI Korea Director and Admissions.
Prepare certificates of completion for MCP and Missional Life Studies (MLS) program participants.
Prepare teaching faculty, thesis mentor, and guest speaker contracts for KDMin programs.
Serve as primary liaison between GCI and Human Resources, Accounting, and external contractors to ensure timely payment approval and disbursement.
Support student success and advocacy by coordinating with relevant campus offices including Student Accounts, Registration, Events & Guest Housing, and Technology Services.