Senior Administrative Assistant to the Dean of BGS

The Southern Baptist Theological Seminary•Louisville, KY

2d•Onsite

About The Position

The Senior Administrative Assistant assists the Dean and is responsible for all flow of activity and materials that goes through the Billy Graham School (BGS) office. The employee in this position will have the following essential job functions: Answers the telephone for the Office of the BGS Dean and filters calls as necessary. Maintains and coordinates travel and off/on-campus calendar arrangements for the dean. Oversee administrative components of music accreditation (NASM) by submitting annual reports, maintaining standards and aiding in site-visit preparation and hosting. Assists with the course academic scheduling process. Assists with adjunct contract process Assists with curriculum changes and the academic catalog editing process. Responsible for the knowledge of degree information, seminary resources and offices for referrals. Assists the dean with student needs involving course substitution or curriculum advising Processes grader and adjunct payments each semester Prepares faculty teaching load reports and payments Gathers faculty activity reports and coordinate annual faculty review with the dean Manages and updates the website pages for the BGS Assist the dean with managing the BGS budget Prepares Concur reports for the dean and other BGS faculty as necessary. Prepares and submits scholarship for BGS music groups. Reconciles the P-card and travel card for the office. Assist with capital requests for instruments and music equipment. Oversees and reports Cooke Hall building maintenance and classroom issues Maintains oversight of music instruments and equipment in building Supervise timeclock for part-time personnel Prepares and processes office space requests for full-time and adjunct faculty in BGS Records minutes for BGS faculty meetings Performs other duties as may be assigned by supervisor.

Requirements

The person in this position must have earned a bachelor’s degree.
The person in this position must have a minimum of two years of administrative assistant experience.
The person must be detail-oriented, responsible, organized, a good communicator, and have a general knowledge of office machines.

Nice To Haves

A basic knowledge of music and IMB missions is preferable.

Responsibilities

Answers the telephone for the Office of the BGS Dean and filters calls as necessary.
Maintains and coordinates travel and off/on-campus calendar arrangements for the dean.
Oversee administrative components of music accreditation (NASM) by submitting annual reports, maintaining standards and aiding in site-visit preparation and hosting.
Assists with the course academic scheduling process.
Assists with adjunct contract process
Assists with curriculum changes and the academic catalog editing process.
Responsible for the knowledge of degree information, seminary resources and offices for referrals.
Assists the dean with student needs involving course substitution or curriculum advising
Processes grader and adjunct payments each semester
Prepares faculty teaching load reports and payments
Gathers faculty activity reports and coordinate annual faculty review with the dean
Manages and updates the website pages for the BGS
Assist the dean with managing the BGS budget
Prepares Concur reports for the dean and other BGS faculty as necessary.
Prepares and submits scholarship for BGS music groups.
Reconciles the P-card and travel card for the office.
Assist with capital requests for instruments and music equipment.
Oversees and reports Cooke Hall building maintenance and classroom issues
Maintains oversight of music instruments and equipment in building
Supervise timeclock for part-time personnel
Prepares and processes office space requests for full-time and adjunct faculty in BGS
Records minutes for BGS faculty meetings
Performs other duties as may be assigned by supervisor.