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Gordon-Conwell Theological Seminary · 3 weeks ago

Administrative Specialist for VP of Academic Operations

Charlotte, Charlotte, NC, US

Full-time

Onsite

Entry, Mid Level

$48K/yr - $55K/yr

2+ years exp

Gordon-Conwell Theological Seminary is a multidenominational, evangelical graduate school committed to equipping Christian leaders. The Administrative Specialist will provide essential administrative support to the Vice President’s office, coordinate projects, manage departmental budgets, and ensure compliance with accreditation requirements.

EducationHigher EducationUniversities

Culture & Values

Responsibilities

Collaborate with the Vice President of Operations and the Operations Leadership Team to plan and manage departmental budgets

Approve invoice, stipend and payment requests, ensuring correct budget charges, raising concerns/required approvals to appropriate director or the VP as needed

Assist with the development of operational documentation and standard operating procedures for various departments operating through the VP’s office

Work with the VP to ensure HR reporting lines are clear, team job descriptions are up to date, timecards are approved, HR tasks are clear, director and staff level performance reviews with correct KPI’s are documented, and the overall administrative health of the operations team is in good condition

Serve as the liaison to communicate key academic dates, policies and logistics to other academic operational groups that require information to remain within GCTS standards (i.e. groups serving global initiatives, Gordon-Conwell Institute groups), communicating back to the VP, academic dean or provost any concerns/issues that need to be addressed

Coordinate with the VP to host/facilitate/gather any academic related meetings, gatherings, trainings or data/info as needed to fulfil the office’s responsibilities to academics

Collate the various practices, laws, policies, and requirements related to GCTS’s ability to operate as a private postsecondary institution in the United States

Coordinate/collaborate to ensure the timely submission of the various reports required to maintain GCTS’s academic accreditation and state authorizations, including but not limited to reports for: Association of Theological Schools (ATS), New England Commission of Higher Education (NECHE), Integrated Postsecondary Education Data System (IPEDS), National Council for State Authorization Reciprocity Agreements (NC-SARA)

Complete and file the various forms required for GCTS’s operation and delivery of education in various states (e.g., applications for religious exemption, facilities related forms)

Maintain operational awareness of changing distance learning authorization rules, especially in states, territories and countries that are not members of NC-SARA (e.g., California, Canada)

Collaborate with admissions, student success and registration to provide weekly admissions and enrollment reports, course enrollment reports for directors and senior leadership; provide data and frameworks for quarterly Trustee reports

Coordinate with various departments and key individuals throughout the seminary to oversee the Commencement printed program

Coordinate the commencement ceremony and campus open house for students (the day prior) in Charlotte, NC

Work with the facilities team to assist with monthly staff gatherings/team building events

Provide support for local events, course intensives, and/or activities to ensure seminary is serving its constituents well

Qualification

Administrative SkillsAcademic OperationsEvent CoordinationFinancial KnowledgeTechnical KnowledgeCultural IntelligenceKnowledgeDiscernmentCommunication Skills

Required

Exceptional administrative, organizational, and planning skills with the ability to manage multiple and competing priorities in short-term and long-term objectives

Strong analytical and decision-making skills, including the ability to work independently. Must have meticulous attention to detail

Commitment to collegiality, diversity, inclusion, and cultural awareness. Demonstrated ability to collaborate and serve in a team environment that requires collegiality and regular collaboration across matrixed, multi-campus environment

Some familiarity with the legal, accreditation and operational requirements for postsecondary/graduate level institutions. The person in this position must be comfortable researching and staying up to date on the evolving nature of these requirements. Experience with documentation or policy development is a plus

The management of complex events such as GCTS's Commencement ceremonies. This person should be able to implement effective event planning practices and be able to manage multiple tasks related to these events simultaneously. Superior organization, inter-office collaboration, attention to detail, and advance planning are critical

Must have strong written and verbal communication skills. Demonstrated ability to collaborate and serve in a team environment that requires collegiality and regular collaboration across multiple locations and modalities

Basic research skills and the ability to leverage technology is required. Required competency with Microsoft Office, prioritizing Word and Excel. The ability to use web conferencing software (e.g., Zoom) preferred

Familiarity with basic budgeting practices is required

Clear understanding of the mission of the Seminary and willingness to abide by the Statement of Faith and Community Life Statement of GCTS

Bachelor's degree in a field related to education, business administration, or event planning is required

A formal CV that includes the names of at least three references required