Administrative Assistant - AGX

Bethel University
Adult Graduate & Extension Studies

Job Title:
Department: Adult Graduate and Extension Studies (AGX)
Location: AGX Suite
Reports To: Academic Director

Role

This Administrative Assistant position will help with various areas of the Adult Graduate and Extension Studies programs at Bethel University. This role will include coordination between our department and various departments on campus faculty contracting etc... The successful individual will coordinate the logistics of the office new faculty hires and related processes. Complete basic administrative tasks including but not limited to coordinating contracts ensuring the correct course schedule and textbooks classroom assignments and various reports. This role is vital to keeping the office running smoothly and in an organized fashion.

Essential Functions & Responsibilities:

General Administrative Responsibilities

• Phone Calls: direct callers advisors various questions
• Greet and assist guests including visitors on longer campus stays
• Organizing team files including student files; maintaining a shared calendar; updating the calendars annually for educational purposes; create and maintain Operation and Academic Calendars
• Business office purchase orders check requests purchase card reconciliations and expense reimbursement forms
• Order office supplies general office ordering
• Event planning and organization; booking travel arrangements
• Email templates and communication plans; maintain student and adjunct listservs
• Project/task management
• Maintain shared team and academic calendars ensuring annual updates for program and course planning; organize and archive electronic and paper files including student and faculty documents.
• Maintaining handbook/manual/guidebook edits
• Weekly internal team updates
• Create and document meeting agendas invites meeting minutes/notes
• Monitor supervisors email inbox and handle low-level inquiries and tasks
• Work with IT or Marketing to review and revise any website or promotional updates
• Revising and ordering basic promotional materials (t-shirts to brochures)
• Canvas/Zoom/Teams setup coordination
• Student ID logistics

Student Services Support

• Program Sheet Management: Maintain and update Program Sheets annually.
• Distribute updated Program Sheets to students and ensure saving and posting in appropriate locations.
• Ensure all program changes are reflected in student materials (like the 4-year plan).
• Update and link student files; ensure cohort spreadsheet management

Reporting

• NC-SARA and IN-Training (Workforce Development): assist with reporting data collection and gathering
• Additional data collection and reporting
• Weekly or bi-weekly course count reports
• Assist with faculty evaluation reporting and record keeping

Extension Sites

• Updating and tracking data related to each partnership/contract
• Fulfilling needs/requests from each extension site director
• General site operational needs from onboarding to additional needs (Initial site onboarding/launch/start dates)
• Practicum oversight; practicum checks
• Basecamp project management

Assisting in Hiring of Adjunct Faculty

• Assist new hires (adjuncts and fieldwork supervisors) with initial onboarding paperwork and processes.
• Create & maintain electronic files for adjunct faculty and fieldwork supervisors. Update directory information and maintain updated email listservs.
• Issue electronic course contracts for online adjunct faculty and fieldwork supervisors.
• Coordinate with both HR and the Vice President of Academic Services (VPAS) offices.
• Manage and update faculty course assignments/faculty load spreadsheet.
• Ensure that course syllabi are collected stored and distributed appropriately.
• Track and confirm textbook selections for each course and communicate with the campus bookstore or online platforms to verify accuracy.
• Monitor and update course listings and schedules verifying they appear correctly in university systems.

Student Workers

• Work with the supervisor to oversee day-to-day student assistant assignments
• Work with the supervisor to create student work schedules and tasks

Performance Expectations:

1. To provide timely accurate and productive service in an environment of multiple tasks and interruptions.
2. To be discreet with confidential information.
3. To maintain a professional work environment and appearance.
4. To display excellent attendance and punctuality be highly conscientious and dependable and exhibit a strong work ethic.
5. To be a flexible team player who enjoys working creatively on projects and has an eager and optimistic attitude toward completing projects.
6. To be a problem solver offering solutions and ideas to make the office function more efficiently.

Knowledge and Skills:

Experience

• Three years experience as an administrative assistant or related experience.
• Excellent with details and proven record of finishing projects to completion.
• Takes initiative and responsibility to find efficient ways to complete tasks.
• Create or maintain systems essential to his/her work.
• Computer proficiency is required. Familiarity with MS Office Suite.
• Excellent written oral and interpersonal communication skills including grammar and spelling proficiency.
• Ability to maintain confidential information in a professional manner.
• Ability to work independently and as a member of a team.
• Preferred Qualifications include: Canva Basecamp and/or Creative Suite experience.
• The ability to work independently with initiative organization and good judgment is crucial.

Education

• Associates degree (required)
• Bachelors degree (desired)
• Masters degree (desired)

Interpersonal Skills

Courtesy tact and diplomacy are essential elements of the job. Work involves personal contact with others inside and/or outside the organization for purposes of giving or obtaining information building relationships or soliciting cooperation. Detail-oriented with excellent record-keeping skills. Must be personable and approachable and able to relate well to highly diverse populations.

Physical Requirements

Position requires sitting standing talking and listening up to 50% of the time and moving and carrying up to 20 pounds up to 25% of the time. The ability to have close clear vision up to 20 inches and distance vision is required.

Work Environment

Work generally takes place in moderately quiet temperature-controlled office environments. Hybrid potential based on departmental needs and permission from the Director.

A commitment to support the universitys mission and Covenant of Lifestyle is also required.

This Job Description is not a complete statement of all duties and responsibilities comprising the position.

About Bethel University

The mission of Bethel University affiliated with the Missionary Church denomination is to be a community of learners building lives of commitment for leadership in the Church and world. Bethels liberating academic programs challenge the mind enlarge the vision and equip the whole person for lifelong service.

Launched in 1947 Bethel is urban situated in the northern Indiana region hosting 250000 residents seven colleges (including Notre Dame) the 2nd largest shopping district in the state of Indiana 15000 businesses 50 parks and beautiful riverwalk developments in South Bend and Mishawaka. Resort venues on Lake Michigan are 45 minutes away. The university community is composed of about 1500 traditional and adult/graduate students from 35 states 90 students born outside the United States and 225 full-time employees. Bethel also hosts more than 8000 guests annually to arts productions 25000 annually in conference services and many thousands of community members in support of 40 national athletic championships.

Bethels 20000 alumni occupy 49 states and 64 world areas and enjoy a medical school acceptance rate double the national average 100% job placement rate in Nursing whose program was ranked No. 7 in the United States a Top 4% finish nationally in competitive math performance tests and 100% pass rate every year on the national performance standard for a unique academic major in American Sign Language.

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