Academic Planning Administrator

  • Date Posted:   2014-06-17
  • Department:   Doctor of Ministry
  • FT/PT/Temp:   Full Time
  • Exempt Status:   N/A
  • Hours:   40 per week
  • Reports To:   Associate Dean; Assistant Director


Position Type

Full Time


The Academic Planning Administrator primarily acts as a liaison between Doctor of Ministry Faculty and the office by managing all academic planning and coordination with Doctor of Ministry Faculty. They also act as the primary administrative support to the Associate Dean of the Doctor of Ministry (DMin) Program.

Essential Functions

Management of Academic Planning by (65%)

  • Coordinating all instructor and faculty contracts, honorariums, and HR Paperwork
  • Exercising independent judgment in the scheduling all DMin seminars, development of course materials and orienting new faculty to the program
  • Maintaining all adjunct faculty files. Update vitae and Statement of Faith forms and prepare new course ECD’s for approval process
  • Collaborating with the Program Manager to ensure effective hosting of seminars and proper coordination of student and instructor preparation for seminars as well as making all necessary arrangements for on-campus seminars including all reservations and scheduling coordination
  • Ability to serve as liaison with the Information Technology Services when serving students and professors on campus by providing basic troubleshooting for computer problems
  • Initiate and maintain the online Moodle database for all Doctor of Ministry Seminars
  • Managing the program budget, including tracking of income and expenditures. Prepare quarterly budget reports. Process payment of invoices
Provide administrative support for the Associate Dean (15%)
  • Preparing correspondence for the Associate Dean, including letter, memoranda, and other types of formal and informal correspondence from both written and oral instruction
  • Representing the Associate Dean or DMin Program to ministry professionals and prospective students at conferences and gatherings
  • Serve as the personal assistant to the Associate Dean by sitting on the cabinet assistant team and attending all meetings
  • Calendaring events and setting appointments
Enhance the Doctor of Ministry Office (20%)
  • Assisting implementation of DMin marketing plan by exploring marketing opportunities, assisting in development, preparing and sending course marketing communications to students, managing the marketing budget
  • Provide administrative support to the DMin administrative staff, including but not limited to drafting and typing correspondence, calendaring events and setting appointments, filing correspondence and program related documents, and liaising with other campus offices on behalf of the Associate Dean
  • Assist in the quality of office management and services, including but not limited to developing and implementing office policies and procedures that build the team and improve office effectiveness, maintaining office petty cash, ordering office supplies, preparing agenda, taking minutes, and making necessary arrangements for staff meetings and DMin Core Faculty
  • Function as a member of the DMin office team and assist in general administrative support of the office. Perform other duties as assigned


  • Master’s degree in theological field completed or in progress
  • 4-6 years of administrative and clerical experience in a multiple staff office
  • Knowledge and experience in computer technology including database management development, web development, and troubleshooting
  • Bookkeeping and accounting skills
  • Type 40 wpm, PC and Mac computer proficiency and word processing skills required
  • Excellent oral and written communication skills
  • Excellent organizational skills, able to handle fluctuations in work load and frequent interruptions
  • Pleasant and professional phone manner
  • Physical presence in the office required, no telecommuting
  • Able to work closely and cooperatively with Associate Dean, Assistant Director, and DMin staff
  • Spanish language proficiency preferred

(626) 584-5200
(800) 235-2222
135 N. Oakland Ave.
Pasadena, CA 91182