Administrative Assistant for the Calvin Prison Initiative

SUMMARY

The Administrative Assistant position provides a vital role in supporting the Calvin Prison Initiative (CPI) staff faculty and students by ensuring the programs daily operations run smoothly. This position requires the willingness and ability to travel to Handlon Correctional Facility in Ionia Michigan on average about once a week. We are looking for a highly organized detailoriented person to join our team. Through this work the Administrative Assistant will have the chance to be involved in an exciting mission seeing the power of Christian education to transform lives.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Program operations

• Actively contribute as a key member of the CPI Operations Team alongside the Associate Director and Student Support Specialist collaborating to improve program efficiency.

• Manage the flow of course materials between faculty and students ensuring timely distribution and access to necessary academic resources.

• Manage the Library Request System ensuring professors and students materials are sent to and from the prison in a timely manner.

• Order and track textbooks academic materials and supplies.

• Assist Associate Director in executing key CPI events including academic convocations commencement ceremonies and the CPI Family & Friends Picnic.

• As a member of the CPI staff represent CPI in a variety of settings and through professional interactions with persons from the Michigan Department of Corrections (MDOC) Calvin University Calvin Theological Seminary and other institutional partners.

• Take on additional responsibilities as assigned to support the overall mission and operations of CPI.

Office support

• Manage communication and correspondence including monitoring and responding to inquiries in the CPI email inbox mail and phone calls.

• Assist in scheduling and coordinating meetings.

• Maintaining and updating student records to ensure accuracy.

• Provide general administrative support to CPI staff as needed.

SUPERVISORY RESPONSIBILITIES

None

QUALIFICATIONS

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability . Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

This position requires a bachelors degree from a fouryear college or university; one to three years of experience; or equivalent combination of education and experience.

CERTIFICATES LICENSES REGISTRATIONS

A valid Michigan Drivers license is . The person holding this position will need to drive to Handlon Correctional Facility at least once a week to deliver course materials and interact with students and CPI faculty. Mileage reimbursement is available.

COMMUNICATION SKILLS

The position requires the ability to draft and edit correspondence and handle confidential information. This position also requires the ability to interact in a prison setting being mindful of the custody and security concerns of the prison. Training will be provided.

COMPLEXITY

Much of the work is routine and follows a pattern. But the position also requires the ability to solve problems and to deal with situations where wisdom and discretion are needed and only limited standardization exists.

DECISION MAKING/JUDGMENT

This position regularly requires independent judgment setting priorities and organizing work to accomplish results in a timely manner. Many of the responsibilities of this position are performed in accordance with existing procedures and instructions.

OTHER SKILLS AND ABILITIES

• Detailoriented with ability to prioritize workflow and anticipate how best to support the program.

• Ability to relate to all types of people including those of different race age religous background gender or life status with appropriate and professional boundaries.

• Enthusiastic supporter of Calvin University and a strong proponent of CPI.

• Must have own transportation.

WORKING RELATIONSHIPS

The position requires regular interaction with CPI staff CPI faculty CPI students and staff at the Richard A. Handlon Correctional Facility. The expectation is that this job is fully inperson. This position deals with items of a routine but also sensitive nature with occasional supervision. This role is part of a team working together to solve problems.

PHYSICAL DEMANDS/WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work in this position is performed within routine office conditions usually without exposure to hazardous or unpleasant conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Lifting and/or carrying objects weighing 520 lbs.

2. Pushing or pulling of carts dollies and the like.

3. Driving an automobile on public roads and highways.