POSTING DATE: August 9, 2013

Wayland Baptist University - San Antonio Campus

OFFICE: Callaghan Tower

Site Coordinator


The Receptionist/Administrative Assistant  greets the general public, students, customers, visitors, and other interested parties, both in person and on the telephone. Provides information regarding activities conducted at the university such as location of departments, offices, and employees within organization. Answers questions and inquiries, make referrals to, and obtain information for the general public, students, customers, visitors, and other interested parties. Provides clerical or administrative support activities to fulfill the records operations as needed. Verifies completeness and accuracy of work, computations, and records. Interacts with, coordinates, or performs activities associated with correspondence with the Plainview campus. Consults with supervisor and other personnel to resolve problems, such as equipment performance, output quality, and work schedules. Provides related services to students and staff. Files records, correspondence, cards, invoices, receipts, and other records in alphabetical or numerical order or according to the filing system used. Locates and removes material from file when requested. Reviews folders and other files to determine proper order of materials and re-files according to File Order Procedures.


1.  Greets people entering the university, determines nature and purpose of visit, and directs visitor to specific destination, or answers questions and provides information in a friendly, yet professional manner.

2.  Provides information to public regarding tours, classes, workshops, and other programs.

3.  Answers telephone to schedule appointments, provide information, or forward call.

4.  Handles multiple line telephone system, including answering and transferring calls to the appropriate person.

5.  Schedules appointments.

6.  Transmits information or documents to customer, using computer, mail, or facsimile.

7.  Analyzes data to determine answer to customer or public inquiry.

8.  Records, compiles, enters, and retrieves information, by hand or using computer.

9.  Collects and distributes messages for employees of university.

10.  Types memos, correspondence, or other documents.

11.  Enrolls individuals in programs during registration.

12.  Files and maintains records.

13.  Hears and resolves complaints from customers and public.

14.  Monitors facility to ensure compliance with regulations.

15.  Maintains lobby or reception area. Keeps reception area in neat and tidy.

16.  Checks students onto computers.

17.  Prepares material for mailing to prospective students.

18.  Documents and records information through data entry, transcribing, recording, storing, or maintaining information in written or electronic form.

19.  Answers telephone and provides information/assistance

20.  Sorts or classifies information, according to content, purpose, user criteria, or chronological, alphabetical, or numerical order.

21.  Locates and retrieves files upon request from authorized users.

22.  Places materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information.

23.  Scans or reads incoming materials to determine filing order or location.

24.  Inspects or examines materials or files for accuracy, legibility, or damage.

25.  Inserts additional data on file records (i.e. telephone numbers, address changes, etc.).

26.  Makes copies of data and records, using photocopying equipment.

27.  Faxes materials as required and within the policies regarding privacy and confidentiality.

28.  Maintains file security and adheres to policies regarding privacy and release of sensitive information.

29.  Communicates effectively with supervisors and peers – provides information to supervisors and co-workers by telephone, in written form, e-mail, or in person.

30.  Performs necessary support for registration and graduation.

31.  Works in a cross-functional team capacity to develop, coordinate and implement the registration schedule and process.

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 Site Coordinator.

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 with emphasis on office management/office skills desired.

2.  Bachelor’s degree in business or related skills highly desired.

Experience & Knowledge:

1.  Experience in a university administration setting, preferably student records office or registrar office.

2.  A deep commitment to Christian Higher Education and agreement with the purposes and philosophy of higher education as promoted by the Baptist General Convention of Texas in general and WBU in particular. 

3.  An understanding of and commitment to work with educational programs related to churches, businesses, industries, and the military.

4.  Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

5.  Customer and Personal Service - 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.

6.  English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

7.  A general knowledge of university policies and programs.

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

Skills & Abilities:

1.  Must possess good computer skills with Microsoft Word, Excel, Oasis and PowerPoint experience.

2.  Must possess a working knowledge of the University Power Campus program.

3.  Must possess good verbal and written skills plus good listening skills.

4.  Must be detail-oriented and have good organizational skills.

5.  Speaking - Talking to others to convey information effectively.

6.  Active Listening - Giving 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.

7.  Service Orientation - Actively looking for ways to help people.

8.  Coordination - Adjusting actions in relation to others' actions.

9.  Reading Comprehension.

10.  Writing - Communicating effectively in writing.

11.  Time Management - Managing one's own time.

12.  Management of Material Resources - Obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.

13.  Telephone etiquette.

Additional Requirements:

Must have no delinquent or defaulted Student Loans.  A credit check may 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 (Link to Application Below)

3. Current Resume

4. List of Current References

Please send this information to:

Dr. James Antenen, Executive Director/Campus Dean

Wayland Baptist University - San Antonio Campus
11550 IH 35 North
San Antonio, TX 78233
Phone: (210) 826-7695
Fax: (210) 826-5699


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, disability, or genetic information. Under federal law, the university may discriminate on the basis of religion in order to fulfill its mission and purposes.