Administrative and Operations Coordinator - SoPMFT at Fuller Theological Seminary in Pasadena, California

Job Description:

Fuller Theological Seminary

ADMINISTRATIVE AND OPERATIONS COORDINATOR
FOR THE DEAN and ASSOCIATE DEAN OF THE
SCHOOL OF PSYCHOLOGY & MARRIAGE AND FAMILY THERAPY (SoPMFT)

DEPT: SoPMFT

FT/PT/TEMP: PART-TIME

EXEMPT STATUS: NON-EXEMPT

HOURS: 20 PER WEEK

REPORTS TO: SoPMFT DEAN
LOCATION: In Person, Pasadena, CA

Brief Description:

The part-time SoPMFT Deans’ Administrative and Operations Coordinator will help support the functioning and success of the SoPMFT Deans’ Office, which includes the Dean of SOPMFT and the Associate Dean of SoPMFT. Under their supervision, this position will perform specialized and advanced clerical and office administrative functions. The School of Psychology & Marriage and Family Therapy is a graduate school with master's and doctoral-level programs in both Marriage and Family Therapy and Clinical Psychology. The SoPMFT Deans’ Office also provides oversight to counseling clinics on the Fuller campuses. The successful candidate will be a team-minded Administrative and Operations Coordinator with high levels of initiative and excellent organizational and interpersonal skills. This person should be a highly detailed individual with the ability to anticipate challenges and pivot with changes, as well as hold an enthusiasm for the SoPMFT’s mission, strategies, and goals.

The ability to multi-task related to organization and communication, while maintaining complex schedules and managing administrative support is essential in this position. The ideal candidate for this job is resourceful, creative, self-motivated, efficient, and organized. Assuring a steady completion of workload in a timely manner is key to success in this position.

Essential Functions:

• Provides staff support for the Deans’ office, including greeting and directing visitors, handling administrative needs, and responding to inquiries.

• Organizes and facilitates faculty meetings and special events (e.g., faculty interviews); schedules and coordinates dates and times, venues, attendance, agendas, and facilities, takes minutes and provides administrative support and follow-up on matters arising from meetings.

• Composes and prepares drafts of written documentation, correspondence, and responses for the Deans’ office. (Donors, Advisory Council Members, Faculty, Affiliate Faculty)

• Schedules appointments and meetings for the Dean; proactively manage the calendar to include requirements of the Dean’s external activities.

• Maintains a record of the annual cycle of events related to the Dean’s administrative position; use this to plan well in advance for activities such as tenure and promotion, sabbatical applications and the annual review meetings; tasks include tracking the deadlines set by the CAO office, drafting correspondences to faculty, gathering the necessary materials from faculty, and organizing them for Dean’s review

• Maintains a record of the annual cycle of student review events related to the Associate Dean’s position and provides support to the student review process; tasks include creating and administering surveys in a timely fashion, compiling and merging data, and analyzing data to generate reports and presentations for the Dean’s office.

• Assists the Associate Dean in compiling data and communicating to affiliate faculty as needed.

• Creates and organizes the electronic infrastructure necessary to maintain departmental records and databases; updates the databases regularly and accurately.

• Work directly with the Director of Administration on various SoPMFT-related tasks and events

• Participates in SoPMFT Staff team meetings and collaborate with SoPMFT team members to maintain effective and efficient systems that support the SoPMFT

• Attends SoPMFT Alumni Committee meetings and takes minutes.

• Performs miscellaneous job-related duties as assigned

Knowledge, Skills, and Abilities:

• Bachelor’s degree or equivalent

• Ability to hold and manage confidential information

• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community

• Knowledge of current and emerging trends of technologies, techniques, issues, and approaches in area of expertise

• Records maintenance skills

• Database management skills

• Strong spreadsheet skills (Excel and Google sheets)

• Skill in organizing resources and establishing priorities

• Ability to lead and train students

• Ability to coordinate and organize meetings and/or special events

• Knowledge of academic administrative principles and procedures

• Ability to create, compose, and edit written documents.

• Strong knowledge of Microsoft Office Suite, Google Suite, Adobe Pro, Qualtrics, mail merge

• Proficient in using virtual meeting platforms such as Zoom, Microsoft Teams, and similar technologies to host, manage, and participate in meetings effectively.

Physical Requirements:

• Able to sit or stand for up to 8 hours at a time

• Requires repetitive motions and sitting at a computer keyboard

.

Additional Remarks:

• Must be willing to abide by Fuller’s Community Standards

• This position will be based on the Pasadena campus and is expected to begin as in-person 20 hours/week. Hybrid work schedule is possible.

Pay Scale:

Wage range the seminary expects to pay: $22 to $26 per hour USD

Fuller Theological Seminary is an Equal Employment Opportunity/Affirmative Action employer. To the extent required by law, all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected Veteran status. As a religious institution, Fuller Theological Seminary is permitted and reserves the right to prefer employees or prospective employees for certain positions on the basis of religion. All positions must agree to Fuller's Community Standards for conduct, and certain positions must fully accept Fuller's Statement of Faith. Women and minorities strongly encouraged to apply.

5, E5, 43-0000

PI256492264

Salary:

$22.00

Apply Now