Position Title: Bilingual Administrative Assistant, Doctor of Ministry Program
Department: Doctor of Ministry
Reports To: Director, Doctor of Ministry Program
FLSA Classification: Non-Exempt
Hours: 37.5 per week
POSITION SUMMARY:
The Bilingual Administrative Assistant for the Doctor of Ministry Program provides essential administrative support assisting faculty, students, and staff by managing program logistics, maintaining academic records, coordinating events, and handling communication in both English and Spanish. The assistant serves as a key point of contact for students, supporting their academic journey by facilitating clear communication, assisting with admissions and enrollment processes, and providing bilingual translation as needed.
Essential Functions (with Key Responsibilities)
- Program Administration and Coordination
- Assists in management of program logistics, including Residency-Week preparation, faculty support, and student communications, ensuring seamless program operations.
- Organizes and maintains filing system, cohort-specific schedules, course materials, and student records, facilitating efficient academic processes.
- Assists contract filing for faculty, Dissertation Coaches, and guest speakers, ensuring compliance and timely processing.
- Oversees dissertation review and editing coordination, ensuring high quality academic support and adherence to institutional standards.
- Bilingual Student Engagement and Support
- Provides dedicated support to Spanish-speaking students, ensuring clear communication and accessibility of program resources.
- Translates key program documents and communications, improving engagement and comprehension for bilingual participants.
- Serves as a liaison for bilingual students, assisting with residency logistics, course registration, and academic inquiries.
- Ensures clear and professional communication in both English and Spanish for students, faculty, and staff.
- Strategic Planning and Program Development
- Assists in the development of program enhancements, incorporating feedback from students and faculty to improve the students' experience.
- Collaborates with institutional partners to optimize the program's bilingual accessibility and support services.
- Manages program communication strategies, ensuring consistency and clarity in messaging across multiple platforms.
- Oversees dissertation publication process (ProQuest, Library Thesis Forms, and hard copies for ATS archives).
- Faculty and Institutional Collaboration
- Assists the DMin. Coordinator with faculty travel, accommodations, and residency support, ensuring a well-organized academic environment.
- Assists in planning and executing faculty training and development initiatives to enhance instructional effectiveness.
- Supports institutional assessment efforts by compiling and analyzing program data for continuous improvement.
- Operational Excellence and Administrative Support
- Oversees financial processing including payments and reimbursements for Dissertation Coaches, reviewers, and editors, ensuring budgetary compliance.
- Manages digital and physical records, maintaining confidentiality and accuracy of student and faculty documentation.
- Provides front-office support, welcoming students, faculty, and guests with professionalism and hospitality.
Required/Preferred Skills
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Canvas, CampusNexus) and other administrative software.
- Experience in managing databases, student records, and academic documentation.
- Ability to handle scheduling, event coordination, and program logistics efficiently.
- Strong organizational skills with attention to detail and accuracy.
- Fluent in English and Spanish (written and verbal communication skills in both languages).
- Strong translation and interpretation skills, ensuring accurate communication between English and Spanish-speaking faculty, students, and staff.
- Ability to interact professionally with faculty, students, and staff in a multicultural environment.
- Strong customer service skills to support students and faculty effectively.
Education and Experience
- Bachelor's degree in a related field (preferred) or equivalent experience in administrative support.
- Experience working in higher education, theological education, or administrative roles.
- Previous experience in bilingual (English-Spanish) administrative support, preferably in an academic or ministry-related setting.