Bilingual AA, DMin Program

Asbury Theological Seminary•Wilmore, KY

15d•Onsite

About The Position

Serves as primary administrative support for the Director and Associate Director of the Doctor of Ministry (D.Min.) Program, and primary D.Min. student, faculty, and guest office contact.

Requirements

Bilingual-English and Spanish proficiency in speaking, reading and writing
Highly organized, detail-oriented, and self-motivated
Ability to organize, prioritize work, and meet deadlines
Knowledge of standard office policies and procedures
Skilled in Microsoft Office applications
College-level coursework in secretarial and administrative office skills or equivalent education or experience; OR Four-years office experience, including two years as a secretary; OR Any equivalent combination of experience, training and/or education approved by Human Resources

Responsibilities

Provides primary assistance for the D.Min. Program.
Coordinates new and returning student residency preparation (in-person and virtual), including: creating and maintaining cohort-specific Google calendars; sending onboarding e-mails; assembling and distributing/shipping orientation materials (registration components, other student-related paperwork); and purchasing and distributing/shipping swag
Assists faculty with residency-related travel and accommodations, as requested
Coordinates event planning for D.Min. students (e.g., catered meals during residencies, D.Min. graduates' celebration dinner)
Manages faculty, Dissertation Coach, and guest contracts (preparation, distribution, and receipt) for course instruction, dissertation mentoring, and dissertation editing
Coordinates dissertation-project 3-chapter and 5-chapter reviews, and 5-chapter editing process, between D.Min. students, Dissertation Coaches, Dissertation Review Team, and editors
Coordinates dissertation final copy printing, binding, and distribution/shipping to graduates, Dissertation Coaches, and Library archives
Composes and sends outbound communication via email, phone, and letter to D.Min. students regarding course registration, program status, graduation, and other communication as needs arise
Serves as D.Min. first contact for students, faculty, staff, and guests, responding to all inbound communication to email inbox, phone number, and mailbox
Manages content for new, current, and alumni student records in FileMaker Pro
Prepares physical classroom materials for all D.Min. face-to-face courses
Performs other duties as assigned by the Director and Associate Director, D.Min. Program and Associate Provost of Lifelong Learning
Provides general D.Min. team support
Ships packages and documents both domestically and internationally
Attends all scheduled D.Min. team meetings
Encourages and assists visiting D.Min. students on an as-needed basis
Learns responsibilities of others in order to cover tasks when needed during absence
Oversees general program logistics, document filing, meeting room reservations, front office reception, telephone coverage, and hospitality to students, faculty, and guests
Adapts assigned duties as necessary for completion of prioritized tasks
Processes student, faculty, staff, and guest requests for payment and travel expense reports as they relate to the D.Min. Program
Manages Ramp card usage and documentation (receipts, memo line, account number)