S70 Administrative Assistant

LOCATION: Wayland Baptist University (WBU) – Plainview Campus

SCHOOL: School of Christian Studies

SUPERVISED BY: Dean, School of Christian Studies

POSITION CLASSIFICATION: Non-Exempt

POSITIONS SUPERVISED: Student Employees

GENERAL RESPONSIBILITIES: The Administrative Assistant assists with maintaining the SCS School’s academic documents and financial records; this includes processing and/or developing a number of documents, reports, spreadsheets, databases, etc. using a variety of computer, software, and office equipment.  Additional duties include processing School data; maintaining various office files (faculty documents, student records, advising materials, etc.); providing general oversight of the School office; greeting visitors; maintaining the School phone lines; and assisting the chair in preparing course schedules and in organizing special reports or projects as assigned.

The Administrative Assistant is responsible for processing scholarships and maintaining the scholarship records database as well as generating reports to the BGCT when requested by the Dallas office each year. This person will administer all student workers relating to the School office.  The Administrative Assistant will maintain information and syllabi templates found in the School and Chairs and Deans areas in Blackboard.  

SPECIFIC TASKS AND DUTIES: 

  1. Display ability to maintain confidentiality when functioning with sensitive material.
  2. Assist with preparation of School’s academic documents and reports.
  3. Assist with the processing and maintenance of the School’s financial records.
  4. Process or develop documents, reports, spreadsheets, databases, etc. as necessary.
  5. Maintain various office files (faculty documents, student records, advising materials, etc.).
  6. Oversee basic daily operations of the School.
  7. Maintain School phone line tactfully and courteously, and process calls to appropriate faculty/staff members as necessary.
  8. Greet and interact with visitors, other employees, and students in a tactful and courteous manner.
  9. Assist with registration as needed, possibly working on Saturday as required for summer registration.
  10. Assist School faculty with select curriculum related activities (textbook orders, photocopying, exam grading, etc.)
  11. Train and supervise student workers.
  12. Assist with special projects as assigned.
  13. Administer scholarships and maintain scholarship database, including the Ministry Survey database.
  14. Generate reports requested by the Baptist General Convention of Texas.
  15. Maintain the SCS School area and the SCS section of the Chairs and Deans area on Blackboard.
  16. Maintain School portion of University website.

The above statements are not a complete list of responsibilities and duties performed by employees in this position. Employee may perform other related duties as assigned by the School Dean.

MINIMUM QUALIFICATIONS:

Education:

  1. Some College Education required.
  2. Bachelor’s Degree preferred.

Experience and Knowledge:

  1. Past office-related or clerical experience required.
  2. Past experience maintaining financial records preferred.
  3. Ability to apply Christian principles in the workplace.

Skills and Abilities:

  1. Must have excellent verbal and written communication skills.
  2. Must have very good computer skills (comfortable with Word, Excel, Access, Powerpoint, PowerCampus, IQWeb, Contribute, email, etc.) and be willing to acquire additional computer and technical skills as necessary.
  3. Must have excellent time-management skills and be self-motivated and detailed-oriented.
  4. Must be able to complete a variety of tasks simultaneously and work within a flexible framework.
  5. Must be sensitive to the needs of the students, faculty, administrators and WBU staff personnel.
  6. Must have understanding of the unique needs of the denominational and area churches.

CONDITIONS OF EMPLOYMENT:

Employment is subject to an introductory period to monitor employee performance.   If hired, the prospective employee must present documentation within three (3) days of hire date to establish their identity and employment eligibility as required by Immigration and Customs Enforcement (ICE).  Employee must be able and willing to travel and teach at external campuses.  Must be able to operate a licensed motor vehicle, have access to a dependable motor vehicle, and possess a valid state driver’s license.  Must have and maintain a satisfactory driver’s record.

Wayland Baptist University does not unlawfully discriminate in employment opportunities or practices on the basis of race, color, sex, national origin, age, disability, or any other characteristic.