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Job Title:

Administrative Assistant

Job Family:

Administrative Support

Full-Time/Part-Time:

Full time

Compensation Grade:

4H

Pay Type:

Hourly

Department:

Chaplain

Job Summary:

The Administrative Assistant for the Office of Spiritual Life (OSL) and Bridges to a Brighter Future is an integral part of the daily operation of both program areas, as well as the Division of Student Life.

The OSL engages the heart and spirit of students, faculty, and staff by embodying a value for sacred mystery, nurturing mature spiritual formation and the pursuit of ultimate meaning and purpose, developing moral courage and justice, fostering multifaith education and relationship, and supporting a rich diversity of spiritual communities. Located in the Charles E. Daniel Memorial Chapel, the OSL provides programs, religious services, and facilities to enhance the campus life experience for students and others in the University community. The Daniel Memorial Chapel is a multi-purpose facility with over 25,000 gross square feet of sacred and public space, including a main sanctuary, meeting rooms, lobby, kitchen, office spaces, and an outdoor labyrinth. Under the supervision of the Associate Vice President for Spiritual Life and University Chaplain, the Administrative Assistant Director is responsible for Daniel Memorial Chapel operations and the supervision and development of the student and facilities staff.

Bridges to a Brighter Future is a nationally awarded comprehensive college access and success program designed for Greenville County, South Carolina, high school and college students whose potential outdistances their circumstances. Bridges is an academic program designed to expose students to college life while addressing and eliminating the personal, social, and cultural barriers that often prevent low-income and first-generation students from achieving college graduation.
Additionally, the Administrative Assistant will collaborate with colleagues in the Division of Student Life and Academic Affairs to further its strategic initiatives related to spiritual life on the Furman campus. In so doing, the Administrative Assistant Director will support the missions of both program areas participating in the support and creation of vibrant programs and oversight of a facility in which faculty, staff, and students enjoy a broad experience within a close-knit community. Finally, the Administrative Assistant Director will support the mission and learning outcomes of the Division of Student Life.

Job Description:

I. Office of Spiritual Life Responsibilities:   

Administrative support:

Serves as the administrative assistant for the OSL team (AVP for Spiritual Life and chaplains), handling calendar scheduling, meeting requests, organizing records and presentations for meetings, creating draft materials, maintains departmental files, sends correspondence, prepares files, makes copies, and supports meeting and workspace hospitality. Prepares documents for meetings, events, and calls. Also receives, shares on request, and proactively maintains OSL electronic, photographic, and paper files; as well as web-based media and accounts. Documents meetings and events through note-taking, photography, videography, website, campus promotion, and other means. Makes travel arrangements for OSL staff, including hotel, car, and airline reservations. Processes travel requests and completes travel expense reports in compliance with university travel policy. Participates in OSL and university meetings, activities, and training as appropriate to develop knowledge of programs and collaborators. Addresses bereavement, illness, birth, and other major life events by ordering flowers and/or sending memorials for faculty, staff, students, and close constituents (e.g., Trustees).  Coordinates and manages all Chapel student workers (e.g., concierges and chapel sound technicians) including hiring, training, scheduling, approving time cards, and monitoring performance.  Performs web maintenance and updates, manages digital signage, coordinates email campaigns, and other informational materials for distribution to constituent groups.

Facility Management and Hospitality support:

Serves as first point of contact for the OSL by graciously and professionally greeting guests and visitors, answering and directing phone calls and e-mails, and checking voice mail. Maintains Daniel Memorial Chapel for religious services/observances, working and teaching, coordinating staff and collaborator access, purchasing and stocking supplies, requesting building and technology repairs, and proactively addressing space-related needs. Communicates and manages building needs, in coordination with the AVP for Spiritual Life, with both custodial and facilities services as repairs, upkeep, or renovations are needed.  Manages the facility calendar for Daniel Memorial Chapel scheduling events, programs, courses, weddings, and funerals/memorials for the campus and local community and ensuring that sound, facility, cleaning, and safety needs are addressed.  Manages the facility calendar for the Hartness Organ working directly with the University Organist.

Programmatic support:

Develops and keeps records for EVM, advertising and managing student and/or faculty application processes for OSL affiliated programs. Manages the onboarding process for campus ministers.  Supports University religious services/events by creating bulletins, purchasing needed items, calendaring, and managing aspects of events as needed.  Assists with creation and implementation of communications through various media (e.g. web site, printed materials) as requested by OSL staff.  Works closely with OSL staff to support programs and events, including catering, entertainment, room reservations, invitation lists, university services (photography, public safety), special services, university guest travel arrangements and honorariums/payments, gifts, and set up. Develops marketing and advertises all chapel events to campus partners, faulty, staff, and students through electronic and paper media. 

II. Bridges to a Brighter Future Responsibilities

Administrative support:

Assist with administrative preparation for Bridges-Furman year-round programming and events.  Arrange and coordinate meetings, prepares agendas, schedule appointments, reserves facilities, and maintain Bridges-Furman calendar.  Assist in annual update of handbooks and standard operating procedures for Bridges-Furman. Maintain Bridges-Furman database that includes students, parents, guardians, high school counselors, college contacts, Bridges-Furman alumni, advisory council, summer faculty and staff, success coaches, approved tutors and mentors.  Review and email monthly student/parent/counselor newsletter, donor/community quarterly newsletter, and email blasts related to programming.  Make travel and accommodation arrangements for Bridges-Furman events. Attend events as needed or requested by director and flexibility to work occasionally on Saturdays. 

Programmatic support:

Support planning and execution of Bridges-Furman events. Support state compliance requirements for work with minors. Keep all necessary programming supplies in stock by maintaining inventory and proactive ordering. Meet weekly with director to discuss administrative and programming needs and work with director to manage, document, and maintain Bridges-Furman budget through Workday.\ Serve as registrar for application process and Foundations Summer Residential Conference.

III. Combined OSL/Bridges support:

Completes performance review process with supervisor to understand job performance expectations and how they fit into programmatic and university goals. Perform other duties as assigned by the University Chaplains and Director of Bridges. The intent of this job classification description is to provide a representative summary of the types of duties and responsibilities that will be required of positions in this classification and shall not be construed as a declaration of the specific duties and responsibilities of any position. Employees may be requested to perform job-related tasks other than those specifically present in this description.  With a high level of accuracy and timeliness, maintains budget records and follows university financial procedures associated with university, donor, foundation, and grant budget accounts. Makes purchases, reconciles university credit card statements for OSL staff. Maintains Workday processes, reconciliation, and works directly with the Associate Vice President for Spiritual Life to maintain budgets.  With a high level of accuracy and timeliness, maintains budget records and follows university financial procedures associated with student organizations. Manages, with the Associate University Chaplain, Religious Council budgets and credit cards, as well as the reconciliation process for purchases.  Assists with new grant preparation and annual reports as required. Follows and addresses all FERPA guidelines in the handling of student data and encounters. 

Relationships:               

• Works with faculty, administrators, staff, and students on a continuous basis to exchange information, explain policies and procedures, arrange meetings, coordinate paperwork, promote events/programs and to plan, coordinate, solve problems or present information related to mutual goals.

• Daily contact with members of own work unit, immediate supervisor, students, and student workers to plan, coordinate, problem solve, present information related to mutual goals. 

• Frequent contact with other departments to plan, coordinate, problem solve, present information related to mutual goals. 

• Routinely handles confidential information. 

• Routine contact with students, parents, and the general public to exchange factual information and explanation of rules, regulations, practices or functions. 

Responsibility for Final Decisions:

• Responsible for own work. May assist or instruct others doing similar work, including student workers.

• Tasks involve multiple procedures with interrelated processes or steps. Work involves choosing the appropriate option or procedure to follow and applying established rules and procedures.

• Errors may be detected within the department or section in which they occur, but may affect the work of others within the unit to trace errors and make corrections.

Reports To: 

• Associate Vice President for Spiritual Life/University Chaplain, Office of Spiritual Life and the Director of Bridges to a Brighter Future. 

• Most tasks are performed independently after consultation with appropriate staff person; unique issues or questions are reviewed with the supervisor.

Education/Skill Requirements:

• High School graduate plus 6-7 years of related experience

• College graduate preferred.              

• Ability to use word processor, spreadsheet, email, and other software successfully and accurately

• Ability to complete numerical work (including budget/grant management) accurately

• Ability to prepare correspondence using correct grammar

• Excellent organization and communication skills

• Ability to problem-solve and seek information and appropriate contacts to move tasks forward

Work Conditions:  

• Work is performed under usual office conditions.

• Work requires attention to detail and flexibility to assist the OSL staff when needs arise.

• Work requires occasional Saturday hours. 

Work requires:

• Frequent interaction with people

• Frequent shifts in priorities

• Handling of multiple tasks

• Meeting daily deadlines

• Handling confidential data

• Moving and lifting related to arranging tables and chairs and stocking supplie

• Driving on occasion to purchase supplies or run work-related errands

Education Requirements:

Bachelors

Certification Requirements:

Job Posting End Date (if date is blank, posting is open ended):