Programs Administrative Assistant - Association for Clinical Pastoral Education (ACPE)

Discover Your Career at Emory University

Emory University is a leading research university that fosters excellence and attracts world-class talent to innovate today and prepare leaders for the future. We welcome candidates who can contribute to the excellence of our academic community.

Job Description

The Association for Clinical Pastoral Education is an organization where people of diverse faith traditions, backgrounds, and cultures collaborate to provide innovative experiential education. We strive to lead in the theory and practice of clinical education for spiritual care. We promote and broaden the provision of quality professional theological education in a variety of settings.

Each employee/position makes a critical contribution to the operations of the association. Staff members must demonstrate commitment to their role, as well as to the support and enhancement of the work of the organization.

Key Responsibilities:

• Provide administrative support to the Director of Education and the Chair of the Certification Commission.
• Coordinate administrative activities related to certification and educational programs.
• Ensure the Director of Education and Commission Chair are prepared for meetings, reviews, and related activities.
• Assist with the administration of certification processes and ensure compliance with applicable policies and procedures.
• Maintain confidential certification records, files, and supporting documentation.
• Create and manage electronic files and recordings related to credentialing reviews and certification activities.
• Maintain critical certification timelines and monitor deadlines for submissions and reviews.
• Coordinate review schedules and assign subcommittees while monitoring for potential conflicts of interest.
• Handle official correspondence on behalf of the Certification Commission, Commission Chair, and Director of Education with minimal supervision.
• Review incoming correspondence and identify items requiring attention or action.

Meeting and Event Coordination:

• Coordinate, schedule, and support Board meetings, committee sessions, and special events.
• Prepare agendas, meeting materials, reports, and presentations.
• Attend meetings as assigned and record and distribute meeting minutes.
• Assist with meeting logistics, including coordination with event planning resources and volunteers.
• Support Certification Board, commission, and committee activities as needed.

Administrative Operations:

• Maintain databases, spreadsheets, and reporting systems.
• Generate reports, charts, graphs, and other materials to support organizational operations and decision-making.
• Establish, organize, and maintain electronic and physical filing systems.
• Answer and route incoming telephone calls and email inquiries.
• Initiate, process, and maintain records, invoices, reimbursements, and related documentation.
• Order and maintain office supplies and other administrative resources.

Travel Coordination:

• Coordinate travel arrangements and related reimbursements for staff, volunteers, and Commission representatives as assigned.

Minimum Qualifications:

• Bachelors degree or equivalency of a high school diploma and five years of administrative experience.

Knowledge, Skills, and Abilities:

• Proficiency in Microsoft Office Suite and other business software applications. Knowledge of iMIS and LearningBuilder software is a plus.
• Strong organizational, planning, and time-management skills.
• Ability to manage multiple projects and competing priorities with minimal supervision.
• Excellent written and verbal communication skills.
• Ability to exercise discretion and maintain strict confidentiality.
• Strong attention to detail and accuracy.
• Ability to learn and adapt to new software applications and organizational systems.
• Experience supporting boards, commissions, committees, or professional associations is preferred.

Note: This role will be granted the opportunity to work from home regularly but must be able to commute to Emory University on a flexible weekly schedule based upon business needs. Schedule is based on agreed upon guidelines of department. This role requires residency in the state of GA. Emory reserves the right to change remote work status with notice to employee.

Additional Details

Emory is an equal opportunity employer, and qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by state or federal law. Emory University does not discriminate in admissions, educational programs, or employment, including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Students, faculty, and staff are assured of participation in university programs and in the use of facilities without such discrimination. Emory University complies with Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity, and affirmative action (for protected veterans and individuals with disabilities). Inquiries regarding this policy should be directed to the Emory University Department of Equity and Civil Rights Compliance.

Emory University is committed to ensuring equal access and providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to seek a reasonable accommodation, please contact the Department of Accessibility Services at least seven business days in advance to allow adequate time for coordination.