Administrative Specialist for VP of Academic Operations

Gordon Conwell Theological Seminary•Charlotte, NC

18d

About The Position

This position performs several critical functions for Gordon-Conwell Theological Seminary (GCTS), including administrative support for the Vice President’s office, project coordination with internal teams to collect and ensure the accuracy of data, reports and filings for internal and external stakeholders, accrediting bodies and various governmental agencies and event management. Responsibilities shift throughout the academic year, for example, reporting and operational tasks are emphasized in summer and fall, while commencement planning and annual budgets typically take priority in spring. Occasional evening and weekend work may be required during event preparation and execution.

Requirements

Administrative Skills: Exceptional administrative, organizational, and planning skills with the ability to manage multiple and competing priorities in short-term and long-term objectives.
Knowledge and Discernment: Strong analytical and decision-making skills, including the ability to work independently. Must have meticulous attention to detail.
Cultural Intelligence: Commitment to collegiality, diversity, inclusion, and cultural awareness. Demonstrated ability to collaborate and serve in a team environment that requires collegiality and regular collaboration across matrixed, multi-campus environment.
Academic Operations: This position requires some familiarity with the legal, accreditation and operational requirements for postsecondary/graduate level institutions. The person in this position must be comfortable researching and staying up to date on the evolving nature of these requirements. Experience with documentation or policy development is a plus.
Event Coordination: This position requires the management of complex events such as GCTS’s Commencement ceremonies. This person should be able to implement effective event planning practices and be able to manage multiple tasks related to these events simultaneously. Superior organization, inter-office collaboration, attention to detail, and advance planning are critical.
Communication and Interpersonal Effectiveness: Must have strong written and verbal communication skills. Demonstrated ability to collaborate and serve in a team environment that requires collegiality and regular collaboration across multiple locations and modalities.
Technical Knowledge: Basic research skills and the ability to leverage technology is required. Required competency with Microsoft Office, prioritizing Word and Excel. The ability to use web conferencing software (e.g., Zoom) preferred.
Financial Knowledge: Familiarity with basic budgeting practices is required.
Clear understanding of the mission of the Seminary and willingness to abide by the Statement of Faith and Community Life Statement of GCTS.
Bachelor’s degree in a field related to education, business administration, or event planning is required
2+ years of experience in educational administration, non-profit or business administration, or event planning is preferred.

Nice To Haves

Master’s degree related to the seminary is preferred.
Candidates with additional language skills (beyond English) in Spanish, Portuguese or Mandarin are especially encouraged to apply.

Responsibilities

Academic Programs Operational Support (50%)
Collaborate with the Vice President of Operations and the Operations Leadership Team to plan and manage departmental budgets.
Approve invoice, stipend and payment requests, ensuring correct budget charges, raising concerns/required approvals to appropriate director or the VP as needed.
Assist with the development of operational documentation and standard operating procedures for various departments operating through the VP’s office.
Work with the VP to ensure HR reporting lines are clear, team job descriptions are up to date, timecards are approved, HR tasks are clear, director and staff level performance reviews with correct KPI’s are documented, and the overall administrative health of the operations team is in good condition.
Serve as the liaison to communicate key academic dates, policies and logistics to other academic operational groups that require information to remain within GCTS standards (i.e. groups serving global initiatives, Gordon-Conwell Institute groups), communicating back to the VP, academic dean or provost any concerns/issues that need to be addressed.
Coordinate with the VP to host/facilitate/gather any academic related meetings, gatherings, trainings or data/info as needed to fulfil the office’s responsibilities to academics.
Reporting & Filing (25%)
Collate the various practices, laws, policies, and requirements related to GCTS’s ability to operate as a private postsecondary institution in the United States.
Coordinate/collaborate to ensure the timely submission of the various reports required to maintain GCTS’s academic accreditation and state authorizations, including but not limited to reports for:
Association of Theological Schools (ATS)
New England Commission of Higher Education (NECHE)
Integrated Postsecondary Education Data System (IPEDS)
National Council for State Authorization Reciprocity Agreements (NC-SARA).
Complete and file the various forms required for GCTS’s operation and delivery of education in various states (e.g., applications for religious exemption, facilities related forms).
Maintain operational awareness of changing distance learning authorization rules, especially in states, territories and countries that are not members of NC-SARA (e.g., California, Canada).
Collaborate with admissions, student success and registration to provide weekly admissions and enrollment reports, course enrollment reports for directors and senior leadership; provide data and frameworks for quarterly Trustee reports.
Event & Activities Coordination (25%)
Coordinate with various departments and key individuals throughout the seminary to oversee the Commencement printed program.
Coordinate the commencement ceremony and campus open house for students (the day prior) in Charlotte, NC.
Work with the facilities team to assist with monthly staff gatherings/team building events.
Provide support for local events, course intensives, and/or activities to ensure seminary is serving its constituents well.