Academic Coordinator, Talbot en Español

Academic Coordinator, Talbot en Español

Basic Function and Responsibility:

This position provides direct administrative support to the Talbot en Español Director, Assistant Director, Translator, and faculty. This position also works in collaboration with the Academic Coordinators of the core academic departments.

Essential Duties:

Admissions and Registration, Marketing and Recruiting Students, and Alumni Relations

• First line of contact for inquiries and prospective students.
  
• Serve as a translator for prospective students and coordinate with multiple campus departments, including the Talbot Dean’s office, Graduate Admissions, Financial Aid, Accounting, Registrar’s office, Student/Auxiliary Services, Bookstore, Health Center, Alumni Relations and other campus departments for students, director, and faculty.
  
• Advise and assist prospective students on program information, academic requirements, and admissions and registration procedures.
  
• Collect admissions documentation, tracking and contacting students through the application process in coordination with Grad Admissions.
  
• Coordinate on-site visits for prospective students.
  
• Collaborate with the Military Benefits Officer and Immigration Officer to track and verify compliance and field inquiries.
  
• Serve as liaison to students, fielding and/or answering all questions and problem solving as it relates to academic or administrative areas.
  
• Assist the Director and Assistant Director in implementing marketing and recruiting efforts.
  
• Assist with social media posts for Talbot en Español and the Diplomado.
  
• Develop and maintain ongoing communication with alumni.
  

Current Students

• First line of contact for student advising and curriculum planning.
  
• Assist Diplomado en Ministerio y Liderazgo students through the certificate program provide advising towards the Talbot en Español programs.
  
• Provide academic advising services to address curriculum questions raised by students and other departments.
  
• Maintain up-to-date program information to assist students in the registration process, approve override requests.
  
• Create and manage Talbot en Español News, a bi-weekly newsletter in Spanish that highlights university information, including academic information, faculty highlights, student events, graduation details, etc.
  
• Assist students with registration and payment issues.
  
• Responsible to maintain confidential student files.
  
• Proctor individual exams with students inside the office as needed by faculty.
• Assist the Assistant Director with the planning and coordinating of regular student events, information sessions, and graduation activities.

Faculty Support

• Provide administrative support for the Talbot en Español Director, Assistant Director, Translator, faculty, and adjunct faculty.
  
• Process and track all of Talbot en Español’s Curriculum Proposals and Change Forms.
  
• Translate, submit and maintain class descriptions for annual catalog revisions.
  
• Administrative oversight for hiring of full time and adjunct professors.
  
• Coordinate all aspects of filming for Talbot en Español online classes.
  
• Perform course-related tasks for Talbot en Español Faculty (e.g., textbook adoptions, desk copy requisitions, library copies, arranged courses, substitution requests, grade change submissions, IDEA class evaluations, facilities and campus coordination requests).
  
• Monitor enrollment, and coordinate enrollment requirements with respective faculty.
  
• Direct all travel arrangements for faculty conferences and speaking engagements, including booking air and ground transportation, room reservations, registration, and reimbursements for meals and expenses.
  
• New faculty orientation.

Administrative Support and Communication

• Manage all administrative aspects of the Diplomado en Ministerio y Liderazgo.
  
• Coordinate with multiple campus departments, including the Talbot Dean’s office, Graduate Admissions, Financial Aid, Accounting, Registrar’s office, Student/Auxiliary Services, Bookstore, Health Center, Alumni Relations and other campus departments for students, director, and faculty.
  
• General office support, including phone calls, duplicating/shredding/faxing/filing, and department mailings.
  
• Maintain administrative calendar to track student cohort groups and special program events.
  
• Compile student email lists.
  
• Process and track library acquisitions.
  
• Maintain program information on the Internet, as well as update, customize and maintain Talbot’s website and continuing student website.
  
• Assist in managing Talbot en Español social media accounts.
  
• Prepare and track all accounting documents, such as Purchase Orders, Reimbursement Requests, Journal Entries, Journal Receipts, and Compensation Requests.
  
• Maintain office equipment, supplies, office filing and archival systems.
  
• Serve as interdepartmental courier for campus deliveries and errands.
  
• Perform other job-related duties as assigned.
  

Supervision Received:
Reports to the Assistant Director of Talbot en Español

Qualifications

General: 

 Understanding of and commitment to the mission of Talbot School of Theology and Biola University. Warm, interpersonal skills, cordial, professional demeanor. Ability to work with many different people and handle a variety of tasks, all with a good disposition. Dependability, integrity and ability to receive and implement suggestions from supervisors. Willing to be flexible and sustain a learning posture. Strong, stable, mature Christian faith. Maintain a lifestyle consistent with sound Christian principles and standards of conduct promulgated by the institution. Self-initiating person who is organized and able to work independently with minimal supervision.

Education:

Full professional proficiency in Spanish and English required, with advanced knowledge of academic and theological grammar and syntax strongly preferred. Bachelor’s degree required. Master’s degree and some doctoral-level academic experience preferable. 2-4 years full-time clerical/office experience strongly desired with some academic background preferred. Prior history of coordinating corporate and special event functions desired.

Skills:

Able to coordinate, prioritize and delegate as appropriate while handling multiple tasks and meeting deadlines. Excellent oral and written communication, grammar and spelling skills, and telephone manners in English and in Spanish. Excellent interpersonal skills and ability to work well with a team. Ability to work with a diverse constituency and promote an effective work environment. Strong problem solving capabilities and innovation, as well as knowledge of office and administrative practices and principles. Ability to recognize and maintain confidentiality of sensitive student information and FERPA regulated student data is essential. Type a minimum of 50-65 words per minute with accuracy. High level of computer skills with working knowledge of Mac and PC computers, Microsoft Office, Google Applications, and Adobe Acrobat. Ability to use office equipment, copier, fax machine and multi-extension telephone. Willing and able to make deliveries or pickups and perform other jobs that require substantial walking around the campus and climbing stairs.Able to lift heavy boxes and packages. Willing to use own transportation for occasional off-campus errands as needed.

Hours Per Week: 40

Months Per Year: 12

Hiring Range: $23.15 - 26.22 per hour