RELIGION - Administrative Assistant Religion

Job Classification

  

Position summary

The Administrative Assistant provides comprehensive administrative and operational support for the Department of Religion & Biblical Languages, serving the department chair, faculty, and students. This position coordinates the day-to-day administrative functions of the department, supports academic operations, assists with student services, manages records and communications, coordinates events and projects, and serves as a key liaison between the department and university offices. The ideal candidate is highly organized, proactive, detail-oriented, technologically proficient, and able to manage multiple priorities in a collaborative academic environment.

Qualifications summary

The ideal candidate is a highly organized, detail-oriented professional with strong administrative, organizational, and communication skills. The successful candidate exercises sound judgment and discretion, manages multiple priorities with initiative, and works effectively in a collaborative academic environment. Proficiency with office technology, the ability to learn university systems, and experience coordinating complex administrative processes are preferred. Prior higher education experience is desirable.


Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

Administrative Operations

• Prepare, proofread, and distribute correspondence, reports, and other documents


• Maintain digital files and records for department


• Manage calendars, schedule meetings, and coordinate appointments


• Maintain awareness of faculty and student administrative needs, prioritize requests, and facilitate solutions


• Run errands and provide support services to facilitate function for the chair, faculty, students, or guests as needed (could include printing, duplicating, cleaning, proctoring, supervising, moving, phoning)


• Maintain clean organized office


• Perform other administrative duties and special projects in support of the department as assigned

Academic Administration

• Enter bulletin changes


• Initiate academic proposals through Curriculog


• Create and update curriculum outlines


• Assist with course scheduling and classroom assignments


• Change or make classroom reservations when needed


• Support textbook ordering and desk copy requests when needed

Personnel

• Assist with submitting contract request forms


• Process all student worker employment papers


• Onboard student workers and facilitate communication between student workers and supervisors


• Monitor and submit payroll for all student workers


• Maintain confidentiality in personnel matters

Finances

• Track expenditures and assist the department chair with budget administration


• Process PNC transactions in Emburse


• Purchase supplies and equipment


• Coordinate travel arrangements for the chair

Communications, Recruitment, and Outreach

• Organize and manage recruitment initiatives


• Coordinate prospective student visits


• Assist with admissions communication


• Assist with alumni engagement


• Support fundraising and advancement initiatives

Events and Meetings

• Assist with coordinating department meetings, forums, lectures, guest speakers, recruitment events, and other academic functions


• Assist with event planning, logistics, reservations, and hospitality


• Prepare faculty meeting agendas


• Attend faculty meetings and record minutes

Building Management

• Act as liaison to Plant Services and Custodial for resolution of office issues and work orders


• Facilitate the needs of the faculty for their classrooms


• Manage key and electronic access


• Coordinate with ITS work requests

Supervisory responsibilities

The Administrative Assistant at times supervises student workers

Qualifications

Education: HIgh School diploma or equivalent required; an associate's or bachelor's degree, particularly in Religion or a related field, is strongly preferred.

Experience: Minimum of 1-2 years of relevant administrative or clerical experience, ideally in higher education or academic department setting.


Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

Digital Communication Tools

• Ability to use email systems professionally and manage departmental communications effectively


• Familiarity with platforms such as Zoom or Microsoft Teams for vitual meetings and support

Institutional Systems

• Knowledge of academic platforms such as Banner, PeopleSof, Canvas, or similar systems for course scheduling, records, or student information.

Office Equipment Use

• Use and maintenance of standard office equipment such as printers, copiers, scanners and possibly (on occasion) a fax machine.

Office Software Proficiency

• Competent with Google Workspace or Microsoft 365 tools for document creation, data tracking, email communication, collaboration, and scheduling.

Web and Content Management

• Basic knowledge of website updating tools or content management systems (CMS)

Interpersonal interactions

• Greet visitors, respond to inquiries, and route communications


• Provide a warm, welcoming atmospher to the department


• Must be able to ask questions and seek advice when needed


• Must work well with diverse groups of students, faculty, and administrators


• The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required

Communication with faculty and staff

• Collaborates regularly with department faculty and dministrative staff to support teaching, research, and departmental operations. Communications clearly and professionally in person, over email, and by phone.

Interdepartmental coordination

• Works cooperatively with other university departments such as Academic Records, Custodial, Human Resources, and Plant Services to facilitate requests, resolve issues, and maintain smooth operations.

Professionalism and confidentiality

• Maintains a courteous and respectful demeanor in all interactions, exercising discretion and confidentiality in handling sensitive academic and personnel matters.

Student Support

• Serves as a welcoming fist point of contact for students, responding to inquiries, guiding them to resources, and assisting with scheduling or paperwork as needed.


• Must be able to maintain confidentiality

Physical demands

Lifting and carrying

• Occasionally required to lift or carry office supplies, boxes, or documents weighing up to 20 pounds

Manual Dexterity

• Frequent use of hands and fingers for typing, filing, and handling documents or supplies

Mobility

• Ability to move within the office and to nearby locations on campus for meetings, errands, or deliveries

Within the office environment

• Primarily sedentary work performed in a standard office setting. Majority of time spent sitting at a desk using a computer, phone, and other office equipment

Vision requirements

• Must be able to read printed materials and computer screens for extended periods.

Work environment

Accessibility

• Workspaces are generally accessible, with elevatros and ADA-compliant facilities available in most academic buildings

Office Setting

• Generally low noise levels, though occasional foot traffic and conversations may occur in shared of open office areas


• Work is performed in a quiet, climate-controlled office within an academic building. The environment is typically clean, well-lit, and equipped with standard office furniture and technology