Job description

SUMMARY: The Secretary to the Dean is responsible for supporting the Dean of the School of Ministry (SOM), providing reception responsibilities, calendar maintenance, maintaining the office, and assisting with the hiring process. Financial responsibilities include creating requisitions, reviewing the budget, and maintaining purchasing card records. This position provides support for event planning as directed and collects/presents data for records of school events and student/faculty achievements.

RESPOSIBILITIES: The success candidate will have experience in the following areas:

Dean Support

• Arrange and coordinate Dean’s calendar and schedule appointments, meetings, travel arrangements, and other activities
• Compose, edit, format, and type letters, memos, reports, and other correspondence.
• Design, edit, and produce forms and documents
• Gather, organize, maintain, file, and provide information, correspondence, and other records to and from the Dean, faculty, students, and others
• Facilitate intra- and inter-departmental communication\Conduct research and create statistical reports

Reception Responsibilities

• Greet visitors, handle their requests or direct to appropriate area or person
• Direct students, potential students, parents, and visitors to appointment locations
• Handle and appropriately route in-coming and out-going calls, mail, and e-mails
• Receive SOM packages and log who picks them up

Calendar Maintenance

• Maintain the SOM calendar
• Keep a copy of faculty calendars

Office Maintenance

• Keep office files, meeting minutes, and program materials up-to-date
• Order, maintain, and account for educational and office supplies and materials
• Track SOM policies and procedures
• Schedule and track usage of the Okeechobee conference room for classes and meetings
• Arrange maintenance and keep records of office and audiovisual equipment
• Make copies of, collate, and distribute correspondence and other printed materials

Assist in the Hiring of Faculty & Staff

• Communicate with new hires their responsibilities in getting cleared to work, including applying to HR and sending in all official transcripts
• Coordinate and oversee the activities of Federal Work Study students assigned to SOM

Submit and Create Requisitions and Purchase Orders

• Create requisitions and purchase orders as required
• Issue mileage reimbursements to clinical instructors (requisitions or petty cash)
• Order classroom and office supplies

Financial Responsibilities

• Track SOM spending and revenue and maintain the budget. Provide Dean with clear and detailed updates on the budget
• Maintain purchasing card records

Meetings in the School of Ministry and for the University

• Participate in SOM and university meetings as needed
• Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities, and record, type, and distribute minutes of meetings
• Take minutes at faculty meetings

Perform Other Administrative Tasks

• Create and maintain various student, faculty, church, pastor, and advisory contact lists
• Maintain the appearance of public areas in SOM building
• Various clerical duties and other duties as assigned

Education and/or Experience: Preference will be given to those who possess an Associate’s or Bachelor’s degree from a regionally accredited higher education institution. Work experience of one to two years with university students at the undergraduate or graduate level or student development is preferred. Bilingual in Spanish and English is preferred.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• West Palm Beach, FL 33401: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Work Location: One location

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