Administrative Assistant & Apprenticeship Coordinator

  • Date Posted:   2014-08-25
  • Department:   Field Education & Ministry Formation
  • FT/PT/Temp:   Full Time
  • Exempt Status:   Non-Exempt
  • Hours:   40 Per Week
  • Reports To:   Associate Director for Field Education & Ministry Formation

Summary

Position Type

Full Time

Description

The Field Education and Ministry Formation (FEMF) and the Church Vocation (CV) departments help seminarians in becoming engaged and equipped in their vocational formation through the integration of academic rigor and practical ministry. The departments assist the School of Theology MDiv and MATM/MACL students in gaining practical and formational experience for their vocational calling. The Administrative Assistant/Apprenticeship Coordinator provides administrative assistance to the FEMF and CV Departments, serving as the initial contact and resource for all who are participating in the FEMF apprenticeships, internships or practicums. This person is responsible for the reception, coordination and administrative duties within each department. In addition, this person creates a welcoming environment, is knowledgeable of the MDiv and MATM/MACL degree programs, is responsible for department coordination and prompt servicing of students, seminary employees, and the general public.

Essential Functions

Field Education & Ministry Formation:

Administrative

  • Serve as the communications and coordination “hub” for the FEMF department
  • Process Clinical Pastoral Education internships: interview CPE applicants, provide Course Approval Notices to students and academic advisors, and follow up on students who have completed their CPE
  • Disseminate accurate, systematic, and timely communication from the FEMF departments to students or the seminary according to a predetermined schedule using approved templates
  • Create, maintain, and disseminate department email, Google, PDF, and Word templates
  • Track and monitor student apprenticeship, internship submissions and assignments and practicum information each quarter. Using data and cloud management systems, process electronic applications, archive paper-based and digital files in a timely manner
  • Process student assignment data into the departmental data system by creating and accurately maintaining system tools to monitor quarterly student flow
  • Process and update FEMF cloud-based quarterly student data such as quarterly interview roster, quarterly checklist, student advisor files and FEMF Policy and Procedure manual
  • Interface with seminary on accuracy of student information and resolve inaccuracies as necessary
  • Coordinate the quarterly theological reflection groups with students; prepare and electronically distribute the theological reflection group documents to facilitators; and input completed group data into the department’s data management system
  • Create and manage all Advisor files and rosters for students. Maintain staff meeting minutes and various other files on Google Drive
  • Manage the Google office calendar for the FEMF team
  • Assist in identifying quarterly theological reflection group facilitators based on student numbers and location
  • Assist in compiling internship and supervisor data for analysis of department trends

Customer Service

  • Explain apprenticeship, internship, and practicum processes to students
  • Schedule and monitor student appointments with FEMF advisors and mentors
  • Assist in communicating with Korean-speaking or Spanish-speaking students
  • Translate appropriate documents into Korean or Spanish, as needed
  • Liaise with CPE students through their CPE chaplaincy process
  • Answer student questions via phone, email, and face to face
  • Connect students to appropriate resources and FEMF advisors in order to make their apprenticeship, internship and practicum experience successful
  • Interface with other Fuller departments and external vendors regarding needs of the department
  • Coordinate events for FEMF and represent the department at meetings or events, as needed

Church Vocation:

Administrative

  • Serve as the reception and coordination point for Church Vocation (CV)
  • Responsible for the scheduling of the CV director/s calendars and email communication
  • Coordinate CV events
  • Arrange travel as needed

General:

Administrative

  • Coordinate the planning and execution of department events
  • Coordinate reservations for the FEMF classroom
  • Purchase office supplies and maintain departments petty cash
  • Handle other assigned duties for each department as changes occur in the division

Technical

  • Assist in creating and streamlining workflow systems used by the departments
  • Assist in creating communication and marketing materials for each department’s events and coordinate with appropriate Communication and Marketing’s Event Coordinator and SEMI publication team

Requirements

  • BA degree or equivalent; theological studies preferred. Masters degree completed or in progress preferred
  • Two to three years of complex office management experience
  • Proficiency in Microsoft Office required, especially with Excel and Word
  • Working experience in the Mac platform / environment
  • Excellent phone and customer services skills
  • Experience with creating and maintaining web-based content using Fuller web programs such as Moodle and Google Applications
  • Electronic database management experience using Google Drive
  • Proficiency in using a cloud-based email and calendaring system such as Google Mail and Google Calendar
  • Proficiency in creating and maintaining electronic archives and databases using Google Drive and other electronic systems
  • Previous experience creating electronic forms using Adobe Professional or Microsoft
  • Previous experience creating and maintaining office systems
  • Knowledgeable in data analysis with the ability to generate the appropriate data for analysis
  • Ability to initiate, prioritize and complete multiple tasks with speed, accuracy
  • Ability to digest detail FEMF course information and clearly explain course requirements to students, academic advising teams, and other inquirers
  • Bilingual Korean and/or Spanish with proven translation history desirable
  • Detail oriented, accurate, and has proven skills in completing work projects and assignments
  • Maintain confidentiality and exhibit sound judgment
  • Work collaboratively as a team member and in a highly changing environment
  • Strong written, oral and interpersonal communication skills essential, including the ability to communicate well in a multi-cultural context
  • Knowledge of Fuller Theological Seminary’s educational environment preferred
  • Exhibit a high level of professional competence and excellence
  • Ability to bend, lift bulky items and carry up to 30 pounds

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

Directions/Maps

Admissions
admissions@fuller.edu