Program Assistant

Gordon-Conwell Theological Seminary•Charlotte, NC

29d

About The Position

This part-time position provides administrative support to the Master of Arts in Christian Counseling (MACC) program related to academic and clinical activities of MACC students and reports to the Associate Director of Graduate Programs in Counseling. This position works for 15 hours per week. He/she should be attentive to details, be able to multi-task, and be a self-starter. Additionally, the Program Assistant must be an effective communicator with GCTS faculty and staff as well as outside of the seminary.

Requirements

Administrative Skills: Soundly developed administrative and clerical skills, including organizational and coordination skills to serve multiple students and clinical sites.
Discernment: Clear recognition and significance of confidentiality.
Customer Service: Strong customer service skills with the ability to demonstrate empathy with students, coworkers, and constituents.
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: Experience with student information or similar system in a capacity accessing student records, course records, and creating and modifying data preferred. Competency with Microsoft Office, prioritizing Word, and Excel. Ability to use web conferencing software (e.g., Zoom) preferred.
Reporting and Monitoring: Ability to generate reports and track student training and clinical hours.
Clear understanding of the mission of the Seminary and willingness to abide by the Community Life Statement of GCTS.
Bachelor's degree in related field required.
2+ years of office management or general administrative experience in a related role.

Responsibilities

Perform administrative duties related to monitoring, responding to and taking appropriate action with emails to and from departmental emails
Monitor and manage phone calls and messages that come into department
Attend all departmental meetings and take meeting minutes
Communicate information to students or faculty via email on behalf of the MACC department
Communicate with Registration department regarding advisors, courses completed and checksheet updates
Adhere to FERPA guidelines and maintain strict confidentiality and privacy with information related to applicants to the MACC Program, the academic files of students enrolled in the MACC Program, and graduates (alumni) from the MACC Program.
Maintain securely and confidentially any User IDs and passwords for ordering materials or accessing software applications
Work with Director and Associate Director of Graduate Programs in Counseling, and Clinical Training Coordinator for management of MACC student academic records to support graduation and licensure: (i.e. personal counseling forms, Practicum/Internship clinical documents, professional conference attendance, interview information, Mid-Program Evaluation, and Exit Evaluation)
Compile packets for faculty for Exit Evaluations as needed
Coordinate with CTC to maintain database of students in clinical rotations
Coordinate with CTC to maintains database of all approved clinical training sites, clinical site supervisors, including appropriate documentation and training of clinical site supervisors
Assist with collection and review of all paperwork pertaining to clinical placements and communicate deadlines to students
Prepare MACC newsletter each semester
Schedule meeting rooms for MACC program events
Communicate with MACC applicants prior to and during interviewees
Attend MACC applicant interviews and execute logistical details
Assist in MACC Residency planning and coordination to execute logistical details
Assist MACC staff with organizing and planning CE events for MACC Program
Perform errands, such as ordering and picking up lunches, items needed for the MACC Program events
Support and attend GCTS graduation in Charlotte