Administrative Assistant III, Theology & Philosophy

Administrative Assistant III

The Administrative Assistant III will supervise and manage administrative responsibilities, office management, data keeping, special events, graduate student summer residency, and work-study students in the Department of Theology and Philosophy.

This is an in-person position.

Essential Functions

Registration, Course Creation, and Graduate Scholarship Requests

• Create course schedules for Theology/Philosophy through Colleague in consultation with Chair
• Facilitate overrides in consultation with Chair and faculty
• Provide requested transcripts and reports from Colleague/Workday
• Facilitate administrative information for the extension site at SEPI

Process and coordinate scholarship funds with proper Barry University departments per student for each semester.

Administrative Responsibilities:

• Barry University Brand Ambassador for department marketing efforts:
• Create marketing event campaigns through Workfront
• Maintain and improve website content and links through Workfront
• Produce electronic and print advertising for department academic programs and events
• Maintain and create distribution email lists for marketing efforts.
• Assist with faculty, adjunct, and staff new hire procedures
• Coordinate and perform the following Workday tasks:
• P-card reconciliation/Expense reports for American Express card charges
• Activity pay for faculty, adjunct professors, and dual enrollment courses
• Departmental requisitions, purchase orders and check requests
• Create suppliers and supplier invoice requests
• Hire and train work-study students through HR
• Purchase office supplies through university vendors
• Department of Theology and Philosophy Liaison for AIS and the College of Arts and Sciences Dean's Office.
• Create an Annual Department Calendar for distribution to faculty and staff.
• Oversee reservations for the conference room
• Responsible for maintenance requests through Service Desk online
• Oversee the printing of programs for special events in consultation with the Chair
• Consult with Program Directors, Chair, and advisors concerning incoming students

Data and Record Keeping:

• Complete Annual Report Form for Association of Theological Schools [December 1st of each year]
• Print reports from AIS for Association of Theological Schools Annual Report
• Assist Chair in completing University Department of Theology and Philosophy Annual Report
• Print reports in Informer for Annual and ATS Reports
• Coordinate Faculty Travel Requests for the Department and in conjunction with the College of Arts and Sciences.
• Maintain undergraduate and graduate student profile program data and update on the common N drive.
• Perform continual assessment of common N drive for filing and organization.
• Update faculty profiles in AIS. Upload syllabi and minutes to Curriculum and Policy Sharepoint site and Department common Department N drive.

Oversight and Coordination of Special Events :

• Request room reservations through Convention and Events Services EMS system
• Coordinate Food and Beverage Contracts through Catertrax
• Coordinate logistics and administrative event details, marketing efforts, and travel accommodations for the following:
• Yves Congar Award Events and Reception
• Theology and Philosophy Honor Societies Induction Ceremony and Dinner
• Commissioning and Recognition Ceremonies and Reception
• Graduate and Undergraduate Recruitment events on and off campus
• Association of Theological Schools Accreditation Site Visits

Supervision of Administrative Personnel and Management of the Department:

• Supervise, hire, and train Work-Study students
• Coordinate Department of Theology and Philosophy budgeting in dialogue with the Department Chair.
• Oversee office management, facilities, office assignment, and computer operations for the Department of Theology and Philosophy

Oversight and Coordination of Two-Week Graduate Residencies :

• Create and distribute the Two-week Residency Student Information Document to graduate students.
• Distribute Graduate syllabi to students.
• Plan Department of Theology and Philosophy Two-Week Residency hospitality for 14 days.

Qualifications/Requirements

• Associate's degree in any field required
• Bachelor's degree in any field preferred
• 3-5 years of relevant work experience required
• Must be able to analyze all office operations and determine proper solutions.
• Must have working knowledge of Microsoft Office, Workday, and Internet-based reporting, and Social Media knowledge.
• Must be able to provide professional email correspondence to constituents, faculty, and students, coordinate and write newsletters, and edit minutes for department meetings.

Benefits: Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.

Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.