Administrative Assistant to the Dean

Administrative Assistant

To provide administrative assistance to the Dean of Texas Baptist College and its Faculty and Staff.

Essential Job Functions / Responsibilities :

• Provide day-to-day administrative assistance and clerical support.
• Keeps supervisor's calendar, makes appointments, schedules meetings, and makes necessary travel arrangements.
• Answering telephone calls, greeting visitors and processing mail / email.
• Answers a variety of routine inquiries which require knowledge and an understanding of the organization, programs, and procedures related to the work.
• Assist the dean and professors in using Colleague to generate academic evaluations of advisees, when needed.
• Assist in the on-boarding related forms for salary adjustments, transfers, and employment separations of faculty, adjuncts, graduate assistants, teaching assistants, and staff. This includes filling out the required paperwork, directing the new personnel in their roles, and coordinating information between the department office and HR.
• May include some supervision of graders and teaching assistance.
• Will be responsible for timekeeping of hourly staff within department and ensuring final timecards are accurate and approved by payroll deadlines.
• Processes expense vouchers for supervisor.
• Assists with ad hoc committee projects as needed.
• Establishes and maintains office files.
• Under the direction of one's supervisor, keep current records on the faculty / staff including appropriate personal files, the department structure, organizational charts, rank and tenure, chairs and professorships, sabbatical leaves, and seniority.
• Keep the faculty informed of due dates for such affairs as sabbatical leave requests and reports.
• Assist supervisor in preparing monthly meeting agendas; attend monthly faculty meetings, take minutes, and prepare minutes for distribution.
• Effectively navigate and use organization systems, policies, and procedures to achieve goals and performance expectations.
• Maintain the department budget :
• Work with the supervisor and direct reports of supervisor to create annual budget.
• Monitor monthly credit card expenses, assigning purchased items appropriate Cost Center Numbers and forwarding the information to the Provost and Business offices.
• Maintain Travel Expense Forms for the dean and all faculty for approved travel expenditures.
• Maintain all Check Requisition Forms.
• Assist students with concerns related to course of work and school requirements, petitions.
• Assist students with paperwork for petitions, such as dropping a course, adding a conference course, taking more than 21 hours, etc.
• Work with the dean to create the Trustee's Report, outlining all Texas Baptist College achievements and academic changes.
• Collect faculty information and academic changes throughout the year in order to edit the yearly Texas Baptist College academic catalog. Submit requests when changes to the Texas Baptist College website are needed.
• Assist the dean with faculty evaluations by yearly collecting and distributing the reports to the Provost Office.
• Attend any academic council meetings, website meetings, orientation meetings, Texas Baptist College curriculum meetings, software training meetings, administrative assistant meetings, etc., either accompanying the dean or on his behalf and the behalf of the college.
• Assist in the implementation and data management of retention software for Texas Baptist College.
• Assist the Dean of Texas Baptist College as the Teacher Assistant for all classes led by the Dean. This includes acting as the course grader as needed.

Skills / Requirements :

Qualifications / Education :

Supervision :

Decision-Making Responsibilities :

Exposure to Confidential Information :

Physical Requirements :

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Southwestern Baptist Theological Seminary will reasonably accommodate qualified individuals with a disability so they may perform the essential functions of a job unless doing so causes a direct threat to these individuals or others in the workplace and the threat cannot be eliminated by reasonable accommodation or if the accommodation creates an undue hardship to the institution. Contact human resources (HR) with any questions or requests for accommodation.

Southwestern Baptist Theological Seminary, established in 1908 under the visionary leadership of B.H. Carroll, was born out of the urgent need for trained ministers in America's rapidly growing Southwest. Initially part of Baylor University, the seminary became an independent institution in Waco before relocating to Fort Worth in 1910. Carroll's unwavering commitment to orthodoxy, gospel-centered education, and the Great Commission shaped the seminary's mission.

Training God-called men and women for ministry, Southwestern has an expansive academic program training pastors, missionaries, and ministry leaders in theology, missions, evangelism, music and worship, and education. Today, it stands as a beacon of faithfulness, equipping generations to serve Christ's church globally.

Provided Benefits : Southwestern offers a best in class benefit package which includes family medical, family life insurance, long-term disability, 10% retirement contribution, HSA contributions, 3 weeks of paid time off, and 14 holidays.

Voluntary Benefits : Southwestern offers access to voluntary products such as dental, vision, additional life insurance, HSA contributions, Flex accounts, retirement contributions, short term disability, personal accident, critical care, hospital indemnity, identity theft protection and pet insurance at reduced group rates for employees and their dependents.

Campus Amenities : Our work environment benefits from a 37.5-hour workweek which upholds a Standard of Christian Commitment and enjoys a beautifully maintained campus free parking for full-time employees, access to our libraries, recreation and aerobics center, medical clinic, cafeteria and coffee shop, faculty and staff meal plans, and Employee Tuition Benefit (up to 50% discount).