Administrative Assistant for EML
Administrative Assistant for EML
Posted on :
24-05-2025
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1 Vacancy
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Job Description
Job Details
Dallas Campus - Dallas TX
Full Time Hourly Non Exempt
On Campus
Description
Job Summary
The Administrative Assistant provides administrative support for the Educational Ministries and Leadership Department by assisting each professor in his or her educational tasks. Duties include handling information requests and performing clerical functions such as preparing correspondence receiving visitors arranging conference calls and scheduling meetings.
Duties/Responsibilities
- Be in the office by 8 am to ensure someone is available to answer phone calls and direct visitors to appropriate offices.
- Indicate when you will return when leaving your office.
- Answer phone calls and direct calls to appropriate parties or take and deliver messages.
- Greet visitors and determine whether they should be given access to specific individuals which includes the setting of appointments.
- Regularly check email when arriving at 8 am then hourly thereafter addressing needs and issues within the day.
- Regularly check phone messages when arriving at 8 am then hourly thereafter forwarding messages as appropriate or answering messages within the day.
- Open sort and distribute incoming correspondence both off campus mail and interoffice mail/materials twice daily.
- Maintain professors calendars in Microsoft Outlook including posting courses chapels department meetings committee meetings appointments office hours travel schedules etc.
- Send reminders to appointees 1 day before appointments asking them to confirm.
- Type reports memos letters and help with other documents with proficiency using Microsoft Office Suite software programs (Word Excel PowerPoint).
- Record type and distribute meeting minutes.
- Read and analyze incoming memos submissions and reports to determine their significance and plan their distribution.
- Perform general office duties such as maintaining copy/printers and ordering supplies maintaining and ordering office supplies making photocopies collating notes/handouts scanning documents faxing documents etc.
- Keep work area clean organized and sorted with timely disposal of old and no longer needed items.
- File and retrieve documents records and reports.
- Maintain access to all campus forms.
- Make travel arrangements for faculty.
- Complete and file expense reimbursement reports for faculty.
- Upload Syllabi to CampusNet for all EML Department courses each semester.
- Manage grader applications by preparing grader acquisition forms and ensuring timely filing each semester.
- Maintain and approve Paylocity time records for graders.
- Schedule bi-weekly Department meetings and securing meeting space with LifeSize capabilities.
- Help coordinate and schedule the EML Department meeting before faculty workshop at Pine Cove
- Complete forms required for reserving rooms and arranging food service for various classes and events.
- Run errands including delivery of student papers to file folders and picking up correspondence from other departments and offices on campus.
- Assist the Department chair with oversight of the departmental budget ensuring all expenses are properly debited from correct accounts and tracking expenditures and overages.
- Order resources for faculty.
Qualifications
- Proven administrative assistant skills including use of the telephone system
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Positive personality
- Professionalism
- Ability to work in a team environment
Education and Experience
- High school diploma. Bachelors degree preferred.
- Five years of administrative experience.
- Knowledge of the culture and purpose of DTS is strongly desired.
Employment Type
Full-Time
Key Skills
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