POSTING DATE: September 4, 2012

Wayland Baptist University - Sierra Vista Campus


Ft. Huachuca


Site Coordinator - Ft. Huachuca


The Administrative Assistant/Academic Advisor performs office duties as assigned, including answering phones, greeting/assisting visitors and students, ordering and requisitioning office supplies and equipment, managing student scholarships and awards, and managing mail pickup and distribution. Manages test administration.  Assists with registration and graduation duties.  Conducts periodic equipment inventories.  Prepares various correspondence and reports.  Takes payments to assist accounts manager.  Provides assistance with any bookstore/merchandise operations for the purpose of ordering, storing, and selling books/merchandise.  Provides personal assistance to students regarding degree plan and program requirements.  Obtains, analyzes, and conveys information about degree plan requirements and program polices. Communicates with people outside the organization, representing the institution to customers, the public, government, and other external sources, through exchanges information via written, electronic, or in-personal correspondence.


1.  Assists with all aspects of bookstore operations: selling textbooks and merchandise, inventory, shipping and receiving.

2.  Directs administration of or administers tests to students and ensures completed tests are delivered to the appropriate instructor (includes monitoring testing room, processing computer test sheets, and preparing results for instructors).

3.  Answers phones and greets/assists visitors and students.

4.  Assists with registration (duties as assigned).

5.  Assists with graduation (duties as assigned).

6.  Posts student grades to applicable automated systems and to manual student records.

7.  Monitors needs for office break room and supplies, including purchasing, storing, and keeping supply cabinets neatly organized.

8.  Assists accounts manager with taking payments.

9.  Counsels individuals to help them understand their educational options from preliminary stages until graduation.

10.  Counsels students regarding educational issues such as course and program selection, class scheduling, degree completion, etc.

11.  Enforces all administration polices and rules governing students.

12.  Creates sound degree plans according to catalog and degree plan polices.

13.  Addresses community groups, faculty, and staff members to explain available services.

14.  Provides informational assistance, as needed, regarding tuition assistance benefits, veteran’s benefits, and financial aid.

15.  Travel may be required as determined by the Dean.

The above statements are not a complete list of all responsibilities and duties performed by employees in this job.  Employee may perform other related duties as assigned by the Ft. Huachuca.

QUALIFICATIONS: A commitment of Christian Higher education and in agreement with the purposes and philosophy of Christian higher education as promoted by the Baptist General Convention of Texas in general and Wayland Baptist University in particular.
Education, Certification and Licence:

1.  High School Diploma or GED required.

2.  Bachelors Degree in a Business related field preferred.

Experience & Knowledge:

1.  Retail and/or Inventory experience preferred.

2.  Office administration experience preferred.

3.  Experience with a variety of software management tools.

4.  Basic math skills.

5.  Basic working knowledge of MS Office to include Word and Excel.

6.  Ability to use UPS tracking system on the web.

7.  Knowledge of administrative and clerical procedures and systems such as word processing and managing files and records.

8.  Knowledge of principles and processes for providing customer and personal services.  This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

9.  Experience advising students in an academic setting preferred.

10.  Knowledge of principles, methods, and procedure for career counseling, and guidance preferred.

11.  Knowledge of academic degree plans and requirements preferred.

Skills & Abilities:

1.  Ability to actively look for ways to help people.

2.  Ability being aware of others’ reactions and understanding why they react as they do.

3.  Ability to give full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

4.  Ability to use mathematics to solve problems.

5.  Ability to listen and understand information and ideas presented through spoken and written words and sentences.

6.  Ability to communicate information and ideas so others will understand.

7.  Ability to add, subtract, multiply, or divide quickly and correctly.

8.  Ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g. patterns of numbers, letters, words, pictures, mathematical operations).

9.  Ability to see details at close range (within a few feet of the observer).

10.  Ability to read and understand information and ideas presented in writing.

11.  Ability to use critical thinking using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions and approaches to problems.

12.  Able to follow directions from supervisor.

Additional Requirements:

Must have no delinquent or defaulted items on Credit Report.  A credit check will be conducted to insure the requirement is met.

THE UNIVERSITY: Wayland Baptist University is a four-year liberal arts university. The institution is affiliated with the Baptist General Convention of Texas. The Wayland Baptist University System is comprised of the Plainview campus, which is predominately a residential campus, twelve external campuses, and the Virtual Campus offering courses in a broad range of academic areas.

Applications may be submitted online or you may download it from the top of this web page by clicking on Application for Employment.

Interested individuals MUST submit the following information:

1. Letter of Interest

2. Completed University Application of Employment with Faith Statement

3. Current Resume

4. List of Current References

Please send this information to:

Dr. Robert Morris, Executive Director/Campus Dean

Wayland Baptist University - Sierra Vista Campus
400 W. Fry Blvd., Suite #14
Sierra Vista, AZ 85635
Phone: (520) 459-1610


Position will remain open until filled.

Wayland Baptist University does not illegally discriminate in employment opportunities or practices on the basis of race, color, sex, national or ethnic origin, age, or disability. Under federal law, the university may discriminate on the basis of religion in order to fulfill its purposes.