OVERVIEW OF THE UNIVERSITY
Washington Adventist University (WAU) is a Christ-centered institution of higher education that supports a culture of excellence where all feel valued.  Nestled in a desirable residential community in Takoma Park, Maryland, WAU offers its faculty and staff an environment where professional expertise is valued and lasting connections between co-workers are formed as we work together to ensure the success of our students.  Regardless of title, every employee supports WAU’s vision of producing graduates who bring moral leadership and competence to their communities.

SUMMARY
Schedules appointments, gives information to callers, and otherwise provides administrative support to the University Chaplain by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Includes the following. Other duties may be assigned.
 

• Manages and coordinates the daily clerical and administrative activities at the Office of Campus Ministries, while maintaining a neat and pleasant environment.
• Analyzes and organizes office operations and procedures by managing bookkeeping, preparation of payroll, personnel information, filing systems, requisition of supplies, sorting and filing correspondence, and other clerical activities.
• Organizes work by reading, researching, and routing correspondence; drafts letters and documents; collects and analyzes information; and initiates telecommunications. Writes correspondence as directed by the University Chaplain.
• Maintains office appointment schedules by updating calendars for departmental personnel; and arranges meetings, conferences, teleconferences, and travel events.
• Welcomes guests and students by greeting them, in person or on the telephone; and answers or directs inquiries.
• Assists the University Chaplain in coordinating events by planning logistics, ticketing, volunteers, venue, equipment, decoration, writing letters and contracts as needed, and all activities related with special events.
• Coordinates with the university’s Corporate Communications and Marketing office for advertisement and promotional materials and campus-wide communication.
• Has a working knowledge of the various campus ministries.
• Reviews ministry-related publications; establishes personal networks; participates in campus ministries events.
• Maintains student confidence and protect operations by keeping information confidential.
• Secures information by completing data base backups.
• Provides historical reference by developing and utilizing filing and retrieval systems.
• Acts as Recording Secretary for the University Chaplain’s  office meetings. Takes and prepares minutes.
• Maintains professional knowledge by attending internal and/or external, educational workshops, as approved by supervisor.
• Contributes to team effort by accomplishing related results as needed.
• Ensures operation of equipment by completing preventative maintenance requirements;    follows manufacturer's instructions; troubleshoots malfunctions; calls for repairs; maintains equipment inventories; and evaluates new equipment and techniques.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipates needed supplies; evaluates new office products; places and expedites orders for supplies; and verifies receipt of supplies.
• Prepares reports by collecting and analyzing information, as requested by supervisor.
• Works with the General Conference (GC) office of to coordinate the Student Missions    program, and oversees related paperwork.
• Provides all of the administrative support for the two annual university service days (one in the fall and one in the spring semester)
• Oversee the Student Food Pantry
• Assists in coordinating Student Missions (SM) by cultivating interest in students, through follow-up correspondence; explains and answers or directs questions; explores different alternatives.
• Provide administrative support for the Center for Student Life as determined by the Vice President.
• Assists in orienting prospective student missionaries.
• Arranges GC orientation for the SM program.
  • Supports a spirit of excellence in service.
• Attends mandatory Convocation every Wednesday.

SUPERVISORY RESPONSIBILITIES
 

• Received:

        Receives direct supervision from the University Chaplain

 

• Given:

        Direct supervision of student employees and volunteers.

Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include, but are not limited to, pre-screening student employees, training, planning, assigning and directing their work. Participates with supervisors in appraising student employees’ performance, rewarding and disciplining as needed, addressing complaints and resolving problems.

QUALIFICATIONS 
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 

• Education and/or Experience:

Associate degree, bachelor’s preferred in office management or related field.  One to two years related experience and/or training; or equivalent combination of education and experience.

 

• Language Skills:

Superior command of English grammar and spelling. Excellent verbal and written communication. Bi-lingual ( Spanish ) highly desirable.




 

• Mathematical and Technology Skills:

Working knowledge and application of Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint and Publisher.  Ability to learn other software packages.  Ability to reconcile petty cash account.

 

• Reasoning Ability:

      Ability to deal with a variety of office situations. 
Applies logical or scientific methods to a wide range of intellectual and practical problems.

 

• Other Skills and Abilities:

Must exhibit supervisory and office management skills.  Possesses capacity for planning and organizing.  Strong attention to details. Advanced skills in team building, motivation, conflict resolution and anger management.  Must be a Seventh-day Adventist in good and regular standing.

 

• 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee will frequently be called upon and must be able to work long hours under stressful conditions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear.