Admissions and Student Affairs Advisor

  • Date Posted:   2014-06-27
  • Department:   Doctor of Ministry
  • FT/PT/Temp:   Full Time
  • Exempt Status:   Non-Exempt
  • Hours:   40 per week
  • Reports To:   Assistant Director


Position Type

Full Time


The Admissions & Student Affairs Advisor is responsible for recruiting and advising prospective students through the application process toward admission, matriculation, and throughout their program. The Admissions & Student Affairs Advisor is the first face and primary contact for Doctor of Ministry (DMin) program inquiries. This position is the student academic advisor, maintains and develops the system for tracking students in regard to academic policies and petitions, and works with the Associate Dean and Assistant Director in maintaining program integrity and development.

Essential Functions

Program and Course Advising (45%):

  • Work in partnership with the Associate Dean and the Assistant Director to advise students as they design their program
  • Oversee academic probation issues and inform and advise students appropriately
  • Record all interactions in FMP as well as student files
  • Suggest and implement criteria for granting program policy exceptions (including but not limited to program extensions and paper deadline extensions)
  • Administer transfer credits, advanced standing, and program status changes
  • Serve as a member of the Academic Affairs Committee (AAC)
Admissions (30%):
  • Serve as primary contact person to articulate program vision and advise prospective students through the admissions process
  • Assist the Admissions Office in the development and implementation of recruiting plans for DMin
  • Member of the DMin Admissions Committee
  • Acts as the liaison between the Admissions Office and the DMin office
  • Perform MDiv Equivalencies for prospective students as necessary
  • Maintain a tracking plan that encourages all admitted students to matriculate within two years
Course Registration and Seminar Hosting (20%):
  • Work with Assistant Director to make all necessary arrangements for on-campus seminars, which would include but is not limited to the following:
    • Prepare reading listings, class notebooks and materials needed for effective instruction
    • Arrange for audio-visual needs and catering
    • Arrange for alternative meeting space as needed
    • Assist in the preparation of pre-seminar mailings
    • Maintain course evaluations
    • Perform pre-seminar clearing of students
    • Ensure effective facilitation of student registration
  • Serve in receptionist capacity to receive calls and walk-ins and direct them to the appropriate information or staff person. In this capacity, serve as the primary contact for students who have questions about a seminar or needs relating to their attendance at an upcoming seminar; this would also include receiving and distributing incoming mail, and preparing outgoing mail for pickup
  • 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 or Assistant Director
  • Administer Independent and Directed Studies negotiations between student, professor and DMin Associate Dean
Administrative Support (5%)

Support the Associate Dean and the Assistant Director in administration of the program by:

  • Listening, visioning and networking with students, ministry professionals and potential faculty to continually reshape program curriculum and expand program course offerings to reflect the needs of ministry professionals
  • Representing the DMin Program, and networking with ministry professionals and prospective students at conferences and gatherings

Secondary Functions

Enhance the effectiveness of the Doctor of Ministry office by:

  • Assisting the Assistant Director as requested
  • Function as a member of the DMin office team, attend all staff meetings, and assist in general administrative support of the office


  • Master’s degree in theological field completed or in progress
  • Minimum 3-5 years administrative experience utilizing analytical ability and problem solving skills
  • 2–3 years ministry experience (or comparable service experience working on a team and interacting with leaders and professionals)
  • Ability to manage multiple tasks effectively and efficiently
  • Understand the importance of, and exercise confidentiality
  • Knowledge of the educational and personal needs of ministry professionals
  • Knowledge of DMin goals and policies
  • Excellent oral and written communication skills
  • Excellent organizational and administrative skills with attention to detail
  • Excellent inter-personal skills and a positive attitude
  • Computer literacy required; MAC experience preferred
  • Data base management (iCare, Banner, Salesforce SRM) and extensive experience with Word and Excel required
  • Physical presence in the office required, no telecommuting
  • Spanish language ability preferred

Special Requirements

This position is subject to background check

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