Senior Administrative Assistant

Senior Administrative Assistant

Bethel University is seeking a Senior Administrative Assistant to serve as an operational anchor for our leadership team. In this role, you will provide premier administrative support directly to the Dean of Health Sciences and the Associate Dean of Nursing, ensuring seamless coordination, valuable communication, and excellent service across our rapidly growing healthcare programs.

This isn't just an administrative job; it is a ministry of stewardship, leadership, and hospitality. Reporting to the Executive Assistant, you will act as a vital bridge between leadership, faculty, students, and external healthcare partners. From managing complex calendars and tracking departmental finances to hiring, mentoring, and supervising administrative staff, your work will directly enable our leadership to focus on educating the next generation of healthcare leaders.

If you thrive in a fast-paced environment and are excited to actively champion Bethel's Christ-centered community, we want to hear from you.

The work environment involves working for a suburban, Christian university in which all employees are expected to have a demonstrated commitment and personal relationship with Jesus Christ, a commitment to the mission and values of the University, and an agreement to abide by all University policies.

What You'll Do

Administrative Duties – 60%

• Manage complex calendars for Dean and Associate Dean, including meetings, events, and travel arrangements.
• Serve as an additional point of contact for faculty, staff, students, and external partners, bridging communication gaps.
• Maintain organized systems for electronic and physical files, ensuring compliance with university policies and procedures
• Draft, edit, and prepare professional correspondence, reports, presentations, and meeting materials.
• Coordinate meetings and committee work: prepare agendas, gather background materials, record and distribute minutes, and track follow-up actions.
• Handle sensitive and confidential information with integrity and discretion. Uphold company record retention guidelines, ensuring accurate and compliant document management.
• Executes various duties assigned by the Dean or the Associate Dean.

Budget and Finance Support - 15%

• Oversee and track departmental financial obligations, maintaining financial accuracy and accountability. Review, approve, and monitor various invoices to support efficient financial operations. Manage fee projections, tracking, and estimations.

Events and Project Coordination - 10%

• Assist with the planning and execution of college events, which may include meetings, donor events, and academic celebrations.
• Coordinate comprehensive on-site visits for faculty candidates.
• Coordinate logistics such as space reservations, catering, A/V setup, and communications.
• Support special projects and initiatives led by the Deans, including data collection, research, or report preparation.

Supervision and Collaboration/Engagement - 10%

• Hire, supervise, mentor, and train administrative support staff and student assistants, as assigned.
• Partner closely with the Executive Administrative Assistant to ensure consistency in administrative processes.
• Build positive working relationships with faculty, staff, and students across the university.
• Serve as a backup for other senior administrative assistants.
• Demonstrate a service-oriented mindset that reflects Bethel's Christ-centered mission and values.

Qualifications

Required Education & Experience

• High School Diploma or Equivalent
• 3+ years of experience in an administrative support position. Experience supporting academic leaders or senior administrators, preferred.

Knowledge, Skills & Abilities

• Able to own projects from initial concept to successful completion, balancing independent focus with seamless team collaboration.
• Ability to stay highly organized and detail-oriented in a fast-paced environment where managing competing priorities is the norm.
• Exceptional interpersonal and communication skills,
• Proficiency in Microsoft Office, Google Workspace, and travel/expense management systems.
• A high level of integrity and a proven track record of handling sensitive, confidential information securely.
• Demonstrated flexibility, professional demeanor, and service orientation.

Bethel's mission is to educate and equip students to lead lives of impact through transformative academics in a Christ-centered community. Bethel's employee community plays a central role in developing our students as whole and holy persons. To carry out this mission, Bethel uses the foundation of our guiding documents, the Affirmation of Faith, Community Covenant, and Key Policies. Bethel expects all employees to actively participate in creating our Christ-centered community by agreeing with and abiding by our core beliefs in the Affirmation of Faith and supporting all other beliefs as Biblical, responsible, and thoughtful approaches while avoiding dissension and divisiveness. Employees teach and mentor students and help one another uphold our Community Covenant commitments. As a result of these expectations, all University employees act as ministers of the gospel of Jesus Christ by actively partnering with the University to carry out its mission and foster Bethel's Christ-centered covenant community.

Other Duties: The essential functions, tasks, and responsibilities of this position may change from time to time. Bethel University reserves the right to add or omit duties and responsibilities at the discretion of the University or its leadership. Additional tasks or duties required of the position, will be communicated to the incumbent with specificity to ensure the employee may perform their role with complete understanding. This job description is intended to describe the general level of work being performed; it is not intended to be all-inclusive.

Sponsorship Restrictions:

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Travel: This position does not require travel.

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as desktop and/or laptop computers, photocopiers, and smartphones.

The work environment involves working for a suburban, Christian university in which all employees are expected to have a demonstrated commitment and personal relationship with Jesus Christ, a commitment to the mission and values of the University, and an agreement to abide by all University policies.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. Specific vision abilities required by this job include close vision and ability to adjust focus. The job requires extended periods of sitting and traversing the Bethel Campus on a regular basis. Reasonable accommodations may be made to ensure people are able to perform the essential functions.

The mental and physical requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position.

Expected Hours of Work:

Typically, days and hours of work are Monday through Friday, with the expectation to work specific schedules and hours as identified and communicated by management. Occasional evening and weekend work may be required as job duties demand. This is a 40 hour per week, 12 months per year position.