Administrative Assistant - AGX

Bethel University; Mishawaka (IN); On-site; USD 30,000; Full time

Job summary

Bethel University is seeking an Administrative Assistant for their Adult, Graduate, and Extension Studies department. The ideal candidate will coordinate organizational logistics, support faculty contracting, maintain student files, and complete various administrative tasks to ensure a smooth office operation.

Qualifications

• 3 years experience as an administrative assistant or related experience.
• Excellent detail orientation and proven project completion.
• Ability to maintain confidential information.

Responsibilities

• Coordinate between various departments and assist with faculty contracting.
• Complete basic administrative tasks, including office logistics.
• Maintain student files and update academic calendars.

Skills

Attention to Detail

Communication Skills

Problem Solving

Organizational Skills

Teamwork

Education

Associate's degree

Bachelor's degree

Master's degree

Tools

MS Office Suite

Canva

Basecamp

Job description

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Job Title

Bethel University

Adult, Graduate, & Extension Studies

Job Title

Department: Adult, Graduate, and Extension Studies (AGX)

Location: AGX Suite

Reports To: Academic Director

Role

This Administrative Assistant position will help with various areas of the Adult, Graduate, and Extension Studies programs at Bethel University. This role will include coordination between our department and various departments on campus, faculty contracting, etc... The successful individual will coordinate the logistics of the office, new faculty hires, and related processes. Complete basic administrative tasks, including but not limited to coordinating contracts, ensuring the correct course schedule and textbooks, classroom assignments, and various reports. This role is vital to keeping the office running smoothly and in an organized fashion.

Essential Functions & Responsibilities

General Administrative Responsibilities

• Phone Calls: direct callers, advisors, various questions
• Greet and assist guests, including visitors on longer campus stays
• Organizing team files, including student files; maintaining a shared calendar; updating the calendars annually for educational purposes; create and maintain Operation and Academic Calendars
• Business office purchase orders, check requests, purchase card reconciliations, and expense reimbursement forms
• Order office supplies, general office ordering
• Event planning and organization; booking travel arrangements
• Email templates and communication plans; maintain student and adjunct listservs
• Project/task management
• Maintain shared team and academic calendars, ensuring annual updates for program and course planning; organize and archive electronic and paper files including student and faculty documents.
• Maintaining handbook/manual/guidebook edits
• Weekly internal team updates
• Create and document meeting agendas, invites, meeting minutes/notes
• Monitor supervisor's email inbox and handle low-level inquiries and tasks
• Work with IT or Marketing to review and revise any website or promotional updates
• Revising and ordering basic promotional materials (t-shirts to brochures)
• Canvas/Zoom/Teams setup coordination
• Student ID logistics
  
  

Student Services Support

• Program Sheet Management: Maintain and update Program Sheets annually.
• Distribute updated Program Sheets to students and ensure saving and posting in appropriate locations.
• Ensure all program changes are reflected in student materials (like the 4-year plan).
• Update and link student files; ensure cohort spreadsheet management
  
  

Reporting

• NC-SARA and IN-Training (Workforce Development): assist with reporting, data collection, and gathering
• Additional data collection and reporting
• Weekly or bi-weekly course count reports
• Assist with faculty evaluation reporting and record keeping
  
  

Extension Sites

• Updating and tracking data related to each partnership/contract
• Fulfilling needs/requests from each extension site director
• General site operational needs from onboarding to additional needs (Initial site onboarding/launch/start dates)
• Practicum oversight; practicum checks
• Basecamp project management
  
  

Assisting in Hiring of Adjunct Faculty

• Assist new hires (adjuncts and fieldwork supervisors) with initial onboarding paperwork and processes.
• Create & maintain electronic files for adjunct faculty and fieldwork supervisors. Update directory information and maintain updated email listservs.
• Issue electronic course contracts for online adjunct faculty and fieldwork supervisors.
• Coordinate with both HR and the Vice President of Academic Services (VPAS) offices.
• Manage and update faculty course assignments/faculty load spreadsheet.
• Ensure that course syllabi are collected, stored, and distributed appropriately.
• Track and confirm textbook selections for each course and communicate with the campus bookstore or online platforms to verify accuracy.
• Monitor and update course listings and schedules, verifying they appear correctly in university systems.
  
  

Student Workers

• Work with the supervisor to oversee day-to-day student assistant assignments
• Work with the supervisor to create student work schedules and tasks
  
  

Performance Expectations

• To provide timely, accurate, and productive service in an environment of multiple tasks and interruptions.
• To be discreet with confidential information.
• To maintain a professional work environment and appearance.
• To display excellent attendance and punctuality, be highly conscientious and dependable, and exhibit a strong work ethic.
• To be a flexible team player who enjoys working creatively on projects and has an eager and optimistic attitude toward completing projects.
• To be a problem solver, offering solutions and ideas to make the office function more efficiently.
  
  

Experience

Knowledge and Skills:

• Three years' experience as an administrative assistant or related experience.
• Excellent with details and proven record of finishing projects to completion.
• Takes initiative and responsibility to find efficient ways to complete tasks.
• Create or maintain systems essential to his/her work.
• Computer proficiency is required. Familiarity with MS Office Suite.
• Excellent written, oral, and interpersonal communication skills, including grammar and spelling proficiency.
• Ability to maintain confidential information in a professional manner.
• Ability to work independently and as a member of a team.
• Preferred Qualifications include: Canva, Basecamp, and/or Creative Suite experience.
• The ability to work independently, with initiative, organization, and good judgment is crucial.
  
  

Education

• Associate's degree (required)
• Bachelor's degree (desired)
• Master's degree (desired)
  
  

Interpersonal Skills

Courtesy, tact, and diplomacy are essential elements of the job. Work involves personal contact with others inside and/or outside the organization for purposes of giving or obtaining information, building relationships, or soliciting cooperation. Detail-oriented with excellent record-keeping skills. Must be personable and approachable and able to relate well to highly diverse populations.

Physical Requirements

Position requires sitting, standing, talking, and listening up to 50% of the time, and moving and carrying up to 20 pounds up to 25% of the time. The ability to have close, clear vision up to 20 inches and distance vision is required.

Work Environment

Work generally takes place in moderately quiet, temperature-controlled office environments. Hybrid potential based on departmental needs and permission from the Director.

A commitment to support the university's mission and Covenant of Lifestyle is also required.

This Job Description is not a complete statement of all duties and responsibilities comprising the position.

About Bethel University

The mission of Bethel University, affiliated with the Missionary Church denomination, is to be a community of learners building lives of commitment for leadership in the Church and world. Bethel's liberating academic programs challenge the mind, enlarge the vision, and equip the whole person for lifelong service.

Launched in 1947, Bethel is urban situated in the northern Indiana region hosting 250,000 residents, seven colleges (including Notre Dame), the 2nd largest shopping district in the state of Indiana, 15,000 businesses, 50 parks, and beautiful riverwalk developments in South Bend and Mishawaka. Resort venues on Lake Michigan are 45 minutes away. The university community is composed of about 1,500 traditional and adult/graduate students from 35 states, 90 students born outside the United States, and 225 full-time employees. Bethel also hosts more than 8,000 guests annually to arts productions, 25,000 annually in conference services, and many thousands of community members in support of 40 national athletic championships.

Bethel's 20,000 alumni occupy 49 states and 64 world areas and enjoy a medical school acceptance rate double the national average, 100% job placement rate in Nursing whose program was ranked No. 7 in the United States, a Top 4% finish nationally in competitive math performance tests, and 100% pass rate every year on the national performance standard for a unique academic major in American Sign Language.

For more information visit our website at www.bethelunviersity.edu

Bethel University does not discriminate on the basis of race, color, age, sex, disability, national or ethnic origin in employment opportunities, in keeping with applicable state and federal laws. In keeping with the mission of the institution, Bethel University seeks applicants with a strong commitment to the values and lifestyle of evangelical Christianity and who profess a personal relationship with Jesus Christ. As a Christian institution, we require faculty and staff to adhere to the University's Lifestyle Covenant and to enforce a religiously based statement of responsibilities for all University employees. Women and minorities are encouraged to apply. Bethel University, as an educational institution operating under the auspices of the Missionary Church, reserves the right to prefer employees on the basis of religion (Title VII, Sections 702-703, United States Civil Rights Act of 1964 as amended).

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Seniority level

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Employment type

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