Assistant to the Directors, Center for Marriage and Relationships

Assistant to the Directors, Center for Marriage and Relationships

BASIC FUNCTION AND RESPONSIBILITY

To provide professional office management and operational and administrative duties in the day-to-day operations of the CMR, including managing CMR on-campus and off-campus events, coordinating drop-in counseling appointments, assisting appropriate directors with CMR communication, marketing, and fundraising efforts, and providing assistance to the Director of the Center for Marriage and Relationships (CMR).

DUTIES

1.         Provide professional office management and operational and administrative duties in the day-to-day operations of the CMR 

2.         Oversee and assist in the planning of Center events, both on campus and off, including but limited to, assisting in the planning stages, securing space, arranging event setup, managing event registration, coordinating speaker honorarium payment and travel arrangements, and event catering.

3.         Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures or expenditures.

4.         Answer and screen all incoming CMR requests for speaking, general emails, posts, social media requests, phone calls, and coordinate responses, and/or direct calls to appropriate parties or take messages.

5.         Prepare meeting agendas and make appropriate arrangements, such as coordinating technology needs, catering for events, other meetings.

6.         Manage and maintain director’s appointment schedule by planning and scheduling meetings, conferences, and travel.

7.         Conduct relevant research, compile data, and prepare reports by collecting and analyzing information, such as number of drop-in appointments, number of attendees at events, number of churches, organizations and communities reached by CMR. 

8.         Manage and help direct CMR staff meetings, set agendas, record minutes, and compile, transcribe, and distribute minutes of meetings.

9.         Assist appropriate directors and other staff in the Center in the areas of communication, marketing, and fundraising efforts.

10.       Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

11.       Prepare reports, memos, letters, budgets, projections, and other documents using word processing, spreadsheet, database, or presentation software. 

12.       Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.  

13.       Ensures operation of equipment by completing preventive maintenance requirements; following manufacture’s instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.

14.       Maintain calendar of events for the Center

15.       Maintain a lifestyle in consonance with sound Christian principles and those promulgated by the institution.

16.       Perform such other duties as may be assigned.

SUPERVISION

The Administrative Office Manager will receive direct supervision from the Director.

QUALIFICATIONS

Must be a professional, confident, well-organized and detail-oriented person; should possess a good working knowledge of CMR, academic and business organization functions and protocol.  Should also be a highly motivated, take-charge type individual, who is able to work successfully with limited supervision.  Ability to maintain confidentiality is essential.

EDUCATION

Two years of college, with business or advanced secretarial emphasis.  Equivalent demonstrated senior (executive level) work experience may be substituted.

SKILLS

Office managerial experience, including managing the day-to-day operations of a complex academic and business office. Individual should have a demonstrated record of having strong communication skills (i.e., written, oral, telephone and interpersonal). Should have a minimum work-related history of 5-10 years of increasing levels of secretarial/administrative achievement and experience.  Typing speed of 60+ wpm is required.  Complete familiarity and current experience with word processing, presentation software and databases is essential.  Must be proficient in Excel with ability to work well with accounting and numbers.  

Hours per week: 40

Months per year: 12

Hiring Range: $23.15 - 26.22 per hour