LOCATION: Wayland Baptist University (WBU) – San Antonio Campus
SUPERVISED BY: Assistant Dean
POSITION CLASSIFICATION: Non-Exempt
POSITIONS SUPERVISED: None
GENERAL RESPONSIBILITIES: The Administrative Assistant provides clerical and administrative
support to fulfill the duties of the Assistant Dean for the San Antonio campus. Verifies completeness and accuracy of work, computations, and records. Interacts with, coordinates, or performs activities associated with correspondence with the Plainview campus. Helps coordinate course rotation schedules, provides administrative support for faculty relations to include Evaluation of Faculty Qualifications (EFQ), faculty meetings, etc. Consults with supervisor and other personnel to resolve problems, such as equipment performance, output quality, and work schedules. Files records and correspondence. Assists with integrating technology into the classroom.
SPECIFIC TASKS AND DUTIES:
1. Inputs schedules into Power Campus; sends out electronic teaching agreements and tracks teaching contracts.
2. Develop and process contracts and pay authorizations for adjunct faculty.
3. Oversees syllabus development and maintenance with electronic database system.
4. Assists in planning faculty meetings including managing faculty lists, location arrangements and catering.
5. Communicate with main campus counterparts on behalf of the Assistant Dean for various processes such as electronic textbooks, contracts and faculty qualifications
6. Support faculty and staff assisting in overseeing teaching functions and responsibilities.
7. Organize and maintain up to date faculty database.
8. Assist with various office tasks, including written correspondence, course evaluations, term schedules, and contributing to commencement ceremony - related tasks and organization.
9. Knows and maintains an online calendar of deadlines, and manages multiple schedules.
10. Records and reviews progress and success of yearly terms and sessions.
11. Maintains and produces reports as necessary.
12. Helps compile research to determine target needs, wants, interests and other relevant factors used in creating projected annual and biennial course schedules.
13. Answers phone calls in a professional manner and direct inquires to appropriate staff member ensuring excellent customer service.
14. Provide a welcoming and friendly atmosphere on campus, on the phone and online correspondence.
15. Assisting in promoting Wayland to faculty, staff, students and other key audiences.
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
Assistant Dean.
MINIMUM QUALIFICATIONS:
Education:
1. High school diploma or GED required with emphasis on office management/office skills desired.
2. Associate’s degree in business or related skills highly desired.
Experience and Knowledge:
1. Experience in a university administration setting.
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. Experience in an administrative or assistant role.
5. Experience planning events, and working with co-workers and volunteers.
6. Experience working with and managing executive level relationships.
7. Experience with mail merges, direct mail campaigns and bulk mail preparation.
8. Experience with databases, data entry, corrections and some report writing.
Skills and Abilities:
1. Excellent customer service skills with a professional demeanor.
2. Strong administrative and excellent organizational capabilities.
3. Ability to manage multiple tasks effectively.
4. Committed to the university’s mission and values
5. Proficiency in Microsoft Word, Excel, Access and PowerPoint, Publisher and other related software.
6. Effective verbal and written communication skills, including active listening.
7. Professional appearance and ability to work well with flexibility for extended hours.
8. Well organized and able to independently prioritize projects and meet tight deadlines.
9. Ability to creatively solve problems.
10. Team player with strong collaboration abilities with attention to detail vital.
CONDITIONS OF EMPLOYMENT:
Employment is subject to an introductory period to monitor employee performance. Employee must be able to work as a team player, work indoors and in an environmentally controlled office area with florescent lighting, and on occasion work outdoors, be exact and accurate, pay very close attention to detail, and have transportation to and from work. The qualified applicant must be able to work flexible hours as needed. 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 Naturalization Services. Some travel required. 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. The candidate for employment will be subject to a background check and may be requested to take a drug test. If requested, reasonable accommodations will be made for persons with disabilities for any part of the
employment process in accordance with the Americans with Disabilities Act of 1990.
AN EQUAL OPPORTUNITY EMPLOYER