Concordia Seminary

Compensation

Full Description

POSITION SUMMARY: This Administrative Assistant will provide comprehensive administrative, operational, and communication support for three distance education programs within the Division of Ministerial Formation: Ethnic Immigrant Institute of Theology (EIIT), Specific Ministry Pastor (SMP), and Online Deaconess Studies (ODS). These programs offer formation for pastoral and/or diaconal ministry, and the Assistant will work closely with all three program directors. The Administrative Assistant will also provide similar support for the Graduate School and its director. Main responsibilities include ensuring smooth coordination across departments, maintaining accurate records for students and mentors, and facilitating program-related events and communications. The Assistant will collaborate directly with the Program Directors for these programs (EIIT, SMP, ODS, and Graduate School) and also with the Assistant Director for EIIT to align administrative processes with strategic goals, particularly in areas related to vicarage and internship oversight. KEY RESPONSIBILITIES Program Administration & Coordination - EIIT • Perform day-to-day administrative duties in coordination with the EIIT program director. • Manage the EIIT program inbox and respond to routine inquiries; escalate strategic or complex matters to the Program Director or Assistant Director. • Develop and distribute agendas for EIIT Team meetings; attend meetings to stay informed and relay updates. • Maintain an up-to-date electronic student database accessible by seminary offices that contains students' and mentors' contact information, vicarage assignments, and other pertinent data. • Manage operational communications and files from districts and congregational offices to support academic leaves of absence, call delays, withdrawals, and mentor changes. Program Administration & Coordination - SMP • Perform day-to-day administrative duties in coordination with the SMP Program Director. • Establish and maintain student and other general operational files (in paper and/or electronic form, as required) for program and interdepartmental use. Update this information for academic leaves of absence, call delays, mentor changes, withdrawals, etc. • Provide updates to the SMP Program Director on student progress. Program Administration & Coordination - ODS • Perform day-to-day administrative duties in coordination with the ODS program director. • Manage the ODS program inbox and respond to routine inquiries. Escalate strategic or complex matters to the Program Director. • Establish and maintain an up-to-date electronic student database for program and interdepartmental use. Update this information for academic leaves of absence, changes in internship sites, mentor changes, call deferrals, and withdrawls. • Communicate with students on leave of absence to facilitate their return to the program, and coordinate with necessary campus departments. Program Administration & Coordination - Graduate School • Maintains office calendar and coordinates Graduate School Director's appointments. • Generates stipend requests for work completed on behalf of the graduate school. • Assists the Graduate School Director in responding to e-mail and inquiries in graduate school inbox. • Works with Admissions to prepare paperwork for ASC. • Communicates with students to coordinate events/reduced residency housing and other details. • Facilitates student exams. Interdepartmental Liaison - EIIT • Serves as a central point of contact for students, mentors, and seminary offices, such as Accounting, Enrollment, Technology Services, Placement/Certification, and Registrar, facilitating the flow of information across the EIIT program. This role primarily focuses on operational execution, documentation management, and logistical coordination to support program activities and ensure timely communication between stakeholders. Interdepartmental Liaison - SMP • Be a point of contact and coordinator of information and actions for the SMP Program Director regarding students, mentors, districts, congregational offices, and various offices of the Seminary, including Accounting, Admissions, Director of Certification, Information Technology, Ministerial Formation Office, Vicarage, Placement Office, and Registrar. Field questions as appropriate, and refer other matters to the Program Director or to other offices of the Seminary as necessary. Interdepartmental Liaison - ODS • Serves as a point of contact and coordinator of timely communication for students, mentors, and seminary offices (e.g., Enrollment, Registrar, Financial Aid, Accounting, Information Technology, Director of Internships, Director of Certification, and Director of Placement), fielding questions as necessary to the Director of Deaconess Studies. Orientation & Event Logistics - EIIT • Assist in planning, scheduling, and preparation for the Orientation Week (late August) • Communicate with students and mentors in advance to prepare for orientation and collect required forms (July-Aug). • Perform general support tasks in preparation for program events such as chapel recognitions, social and celebratory events that require reserving meeting spaces; coordinate with banquet sponsors, the Dean of Chapel, the Communications Office for photo opportunities, Information Technology, and the Housing Office for on-campus housing. Orientation & Event Logistics - SMP • Assist in planning, scheduling, and preparation for new student cohorts and new student and mentor/vicarage supervisor orientation (held twice annually for SMP), and in gathering necessary forms from students and mentors. • Provide general support tasks in preparation for program events such as regularly scheduled onsite seminars and SMP intensive week courses (all of which are twice annually). This includes chapel recognitions, social and celebratory events, requiring: reservation of meeting spaces; coordination with banquet sponsors; coordination with Dean of Chapel; coordination with Communications Office for photo opportunities; coordination with Information Technology; coordination with Housing Office for on-campus housing. Orientation & Event Logistics - ODS • Assist in planning, scheduling, and preparation for Orientation Week (late August). • Communicate with students and mentors in advance to prepare for orientation and collect required forms (June-August). • Communicate with students in advance (December, March, and May) to prepare for on-campus intensives. • Perform general support tasks in preparation for program events such as chapel recognitions, social and celebratory events, and on-campus intensives. Coordinate and disseminate information with the Dean of the Chapel, Communications Office, Housing Office, LCMS International Center, food service, room reservations, area deaconesses, etc. Orientation and Event Logistics- Graduate School • Prepares materials for orientation. Mentor Coordination - EIIT • Collect and maintain mentor documentation (e.g., W-9 forms); link mentors to students in PowerCampus. • Generate credential letters to enable mentor access to Blackboard. • Initiate and manage mentor stipend payment requests. Mentor Coordination - SMP • In collaboration with the enrollment office, gather and maintain necessary mentor information, link them to their students, and generate the letter enabling them to access student course materials. • Initiate requests for mentor stipend payments. Mentor Coordination - ODS • Collect and maintain mentor documentation (e.g., W-9 forms); link mentors to students in PowerCampus. • Generate credential letters to enable mentor access to Blackboard. • Initiate and mangage mentor stipend payment requests. Communications & Publications - EIIT • Draft, edit, and distribute the quarterly EIIT Newsletter in coordination with the Program Director and Assistant Director. • Assist in reviewing and updating the EIIT Manual to reflect current procedures and curricular developments. Communications & Publications - SMP • Work with the SMP Program Director to review and revise the SMP Manual. • Draft, edit and distribute the regular SMP newsletter and quarterly announcements with the Program Director. • Support the SMP webpage on the CSL website with revised editions of the SMP Manual and other updates, as needed. Communications & Publications - ODS • Work with the ODS Program Director to review and revise the ODS Manual to reflect current procedures and curricular developments. • Communicate revisions with the Communications Department for updates to the ODS webpage on the CSL website as needed. • Collect semi-annual general reports from all supervisors and students, forwarding concerns to the ODS Program Director. • Communicate with all ODS students monthly regarding the CSL Deaconess Student Lounge schedule. Curricular Support - EIIT • Manage, distribute, and collect reporting data from the Post-Instructor Teaching Surveys and Post-Course Mentor Feedback Surveys (may require training) • Manage the EIIT Program Resources Blackboard space for sharing program-specific artifacts with students and mentors (may require training) Curricular Support - ODS • Manage, distribute, and collect reporting data from the Post-Instructor Teaching Surveys and Post-Course Mentor Feedback Surveys. • Manage the ODS Program Resources Blackboard space for sharing program-specific artifacts with students and mentors. Certification Support - SMP • Request, obtain, and distribute necessary documents from students, mentors, districts, and the Registrar in preparation for student certification and program completion. Certification Support - ODS • Request, obtain, and distribute necessary documents from students, mentors, and the Registrar in preparation for student certification and program completion. Certification Support- Graduate School • Processes paperwork for Independent Study, Leave of Absence, Withdrawals, and program completion. TECHNICAL SKILLS: • Demonstrated proficiency with Microsoft Office products as well as web-based databases. QUALIFICATIONS: • Detail oriented. • Excellent team player. • Excellent oral and written communication skills. • Time management and administrative skills. • Capable of developing workflows for improved efficiency. • Ability to work without direct supervision. • Must be able to maintain confidential information. • Committed to student success and to mission of institution. • The ideal candidate will have had experience in a higher-education learning environment. • Ability to work well with church ministries served by this institution. • The ideal candidate will have had experience in a higher-education learning environment. • Ability to work well with students and mentors of various ethnic groups. POSITIONS SUPERVISED: None.