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Administrative Assistant for Certificate of Christian Ministry (CCM)

LOCATION: Wayland Baptist University (WBU) – San Antonio

SUPERVISED BY: Site Coordinator, Mission, TX (in conjunction with the Director of CCM)

POSITION CLASSIFICATION: Part-time, Temporary, Non-exempt Funding from Whatley dedicated fund.

POSITIONS SUPERVISED: None

GENERAL RESPONSIBILITIES:
Provides clerical and administrative support activities to fulfill the needs of the Certificate of Christian Ministry program, including secretarial services for the Director. Maintains all records related to the Certificate of Christian Ministry program, including those related to correspondence with facilitators, writers of CCM course materials, students, and others. Keeps student study plans, records grades, send grade reports to students, maintains files of course grade reports, files copies of course syllabi, and other related course materials. Assists with the editing and final preparation of course materials as requested by the director. Interacts appropriately with the related personnel at the Plainview campus and all CCM sites.

SPECIFIC TASKS AND DUTIES:
1. Establishes and maintains interpersonal relationships with co-workers and students.
2. Maintains information files and processes paperwork.
3. Organizes, plans and prioritizes work to meet specific goals.
4. Documents and records information through data entry, transcribing, recording, storing, or
maintaining information in written or electronic form.
5. Answers telephone and provides information/assistance.
6. Sorts or classifies information, according to content, purpose, user criteria, or chronological,
alphabetical, or numerical order.
7. Locates and retrieves files upon request from authorized users.
8. Places materials into storage receptacles, such as file cabinets, boxes, bins, or drawers,
according to classification and identification information.
9. Removes or destroys out-dated materials in accordance with file maintenance schedules or
legal requirements.
10. Scans or reads incoming materials to determine filing order or location.
11. Assigns and records or stamps identification numbers or codes to index materials for
filing.
12. Inspects or examines materials or files for accuracy, legibility, or damage.
13. Inserts additional data on file records (i.e., telephone numbers, address changes, etc.).
14. Authorizes or documents materials movement, using logbook or computer and traces
missing files.
15. Makes copies of data and records, using photocopying equipment.
16. Faxes materials as required and within the policies regarding privacy and confidentiality.
17. Maintains file security and adheres to policies regarding privacy and release of sensitive
information.
18. Communicates effectively with supervisors and peers – provides information to supervisor
and co-workers by telephone, in written form, e-mail, or in person.
19. Performs necessary support for registration and graduation.
20. Works in a cross-functional team capacity to develop, coordinate, and implement the
registration schedule and process.

The above statements are not a complete list of all responsibilities and duties performed in this job. Employee may perform other related duties as assigned.

MINIMUM QUALIFICATIONS:
Education:
1. High school diploma or GED required with emphasis on office management/office skills
desired.
2. Bachelor’s degree in business or related skills highly desired.

Experience and Knowledge:
1. Experience in a university administration setting, preferably student records office or
registrar’s office.
2. A deep commitment to Christian Higher Education and agreement with the purposes and
philosophy of higher education as promoted by the Baptist General Convention of Texas in
general and WBU in particular.
3. An understanding of and commitment to work with educational programs related to
churches, businesses, industries, and the military.

Skills and Abilities:
1. Must be bilingual ( English and Spanish).
2. Must possess good computer skills with Microsoft Word, Excel, Oasis and PowerPoint.
3. Must possess good verbal and writing skills in both languages plus good listening skills.
4. Must be detail-oriented and have good organizational skills.
5. Ability to understand and interpret personnel policies and procedures.
6. Ability to be flexible, prioritize and available to work extended hours as needed although
this is a part-time position based on an anticipated twenty-hour work week.
7. Ability to follow directions and work cooperatively with others.
8. Service oriented – actively looks for ways to help people and solve their problems.

CONDITIONS OF EMPLOYMENT:
This is a part-time, temporary position. This position will remain active only as long as there is applicable work to be performed. Employee must be able to work as a team player, work indoors and in an environmentally controlled office area with florescent lighting, and on occasion work outdoors, be exact and accurate, pay very close attention to detail, and have transportation to and from work. The qualified applicant must be able to work flexible hours as needed, not to exceed 30 hours per week. If hired, the prospective employee must present documentation with three (3) days of hire date to establish her/his identity and employment eligibility as required by Immigration and Naturalization Services. Some travel may be required. Must be able to operate a licensed motor vehicle, have access to a dependable motor vehicle, and possess a valid state driver’s license. Must have and maintain a satisfactory driver’s record. The candidate for employment will be subject to a background check and may be requested to take a drug test.

If requested, reasonable accommodations will be made for persons with disabilities for any part of the employment process in accordance with the Americans with Disabilities Act of 1990.