Executive Assistant to President and Vice President & Academic Dean
Anabaptist Mennonite Biblical Seminary does not discriminate against employees or candidates for employment on the basis of race, sex, color, national origin, age or disability. Commitment to AMBS's mission and support of its Anabaptist, evangelical, and ecumenical vision is important.
|FTE:||40 hours per week|
|Objective:||Provide administrative assistance to the president and the vice president & academic dean, performing administrations functions detailed below with professionalism, competence and reliability.|
The administrative assistant must be committed to the mission of AMBS: a learning community with an Anabaptist vision, educating followers of Jesus Christ to be leaders for God’s reconciling mission in the world.
He/she must be able to communicate well orally and in writing; prioritize and expedite multiple tasks; organize efficiently with attention to detail; develop, streamline and maintain processes that support academic programs; maintain confidentiality; and work effectively with a wide variety of people.
Basic skills must include mastery of Microsoft Office products and Google Apps, proficiency in records management, meeting documentation and event planning, and working knowledge of data management, scheduling, and assessment report processes. Familiarity with Moodle, Populi, and/or Raiser’s Edge a plus.Bachelor’s degree and five years of executive secretary experience preferred.
Provide administrative assistance to the president, vice president & academic dean including these functions:
Public and internal communication: open/process mail; answer phone and respond as appropriate; read and respond to e-mails; format & prepare letters as requested; when needed, research information.
Maintain schedule for president; make travel arrangements; schedule meetings and appointments as requested by president and dean.
Maintain institutional Master Calendar by serving as the gatekeeper for communicating special events (public and non-public) to the marketing & communications department.
Schedule all institutional meetings for next academic year and enter on the institutional calendar.
Compile and distribute proposed agendas for all meetings chaired by the president including administrative cabinet, all-faculty and all-employee meetings, and other meetings upon request. Provide scheduling and processing support to the dean as requested.
Take, edit and distribute minutes for the administrative cabinet. Archive minutes as appropriate.
Assemble and mail AMBS board dockets and make arrangements for board meetings; plan and assist in hospitality arrangements for board meetings and members; serve as recorder for board plenary sessions.
Organize and maintain institutional files. Archive files as needed.
Manage the president’s office budget and submission of expenses.
Maintain and track updates/revisions to institutional policies and guidelines, including but not limited to the Core Policies and Procedures Manual, Academic Policies and Procedures Manual, AMBS Board Manual, AMBS Strategic Plan and the Student Handbook.
Update the Safety and Security report annually on the website for ready access.
Administer and maintain ATS ESQ, GSQ, and AQ data distributing accordingly to members of the administrative cabinet and other staff.
Serve as the coordinator for staff meetings supporting the VP & chief financial officer who serves as the chair.
Maintain the committee assignments list each academic year.
Administratively support the president in events such as the employee recognition events, all-employee meetings, the employee fall outing, and the Christmas celebration.
Communicate with caterers for all events assigned to the president’s and dean’s offices.
Ensure Raiser’s Edge is properly updated and facilitate communication with donors when requested by the president.
Manage data in Populi and Moodle as appropriate or directed by the president or dean.
Serve as a public face for the president or dean when she/he is out of the office.
Compile and distribute proposed agendas for all meetings chaired by the dean including all teaching faculty meetings, curriculum committee meetings, teaching research seminars, and other meetings upon request.
Attend and take minutes for teaching faculty meetings and other meetings upon request.
Relate to teaching faculty as directed by the dean and as needed.
Relate to students as needed, providing assistance whenever possible.
Maintain teaching faculty files keeping sensitive issues confidential.
Schedule and coordinate logistical details for events assigned to the dean’s office such as teaching faculty meetings, monthly teaching research seminars, teaching faculty workshops, department meetings, annual theological lectureship, dean’s breakfast, and commencement.
Solicit and maintain electronic course syllabi from teaching faculty for each semester.
Relate to adjunct and visiting faculty, assign offices, and see that hospitality needs are being addressed.
Write memos of agreement for sessional faculty as well as track and monitor above load payments.
Work with the registrar’s office to oversee the scheduling of senior interviews.
Oversee communication for and submission of annual reports to ATS, HLC, and IPEDS.
Coordinate, manage and consult with other departments on commencement activities to include commissioning and the dean’s breakfast. Ensure timely distribution of invitations to students, their guests, the commencement speaker, and commencement speaker’s spouse.
Manage the annual State Authorization (SARA) process and make payment in a timely way.
Assist on other dean-related matters for meeting accreditation standards and other accreditation issues managed by the dean.
Supervise student assistant for the dean’s office when applicable
Serve as backup for endorsing checks in the absence of the VP & CFO.
Other administrative duties as requested.
Updated June 19, 2017