Bilingual AA, DMin Program

Asbury Theological Seminary; Wilmore (KY); On-site; USD 32,000 - 52,000; Full time

Job summary

Asbury Theological Seminary is seeking a Bilingual Administrative Assistant to support the Doctor of Ministry Program. You will act as the primary contact for students, faculty, and guests, handling communications and coordination of residency logistics and materials.

The role includes preparing classroom resources, managing records in FileMaker Pro, and assisting with travel, accommodations, and program events to ensure smooth operations for D.Min. activities across multiple teams.

Qualifications

• Bilingual in English and Spanish, written and spoken
• Highly organized, detail-oriented, and self-motivated
• Ability to organize, prioritize, and meet deadlines
• Knowledge of standard office policies and procedures
• Proficient in Microsoft Office applications

Responsibilities

• Provides primary administrative support for the Director and Associate Director of the D.Min. Program
• Coordinates residency preparation, onboarding emails, materials, and swag shipping
• Assists faculty with residency travel and accommodations as requested
• Plans events for D.Min. students and coordinates contract documents
• Manages dissertation reviews and editing coordination among teams
• Composes outbound communications to D.Min. students
• Serves as front-line contact for students, faculty, staff, and guests
• Maintains student records in FileMaker Pro
• Prepares classroom materials for face-to-face courses
• Goes beyond core duties as needed by the Director and Associate Director

Skills

Bilingual English-Spanish

Microsoft Office

Gmail

FileMaker Pro

Administrative support

Education

College-level secretarial coursework

Four years office experience

Tools

Canvas

CampusNexus

EMS (virtual)

Zoom

Job description

Position Title: Bilingual Administrative Assistant, Doctor of Ministry ProgramDepartment: Doctor of MinistryReports To: Director, Doctor of Ministry ProgramFLSA Classification: Non-ExemptHours: 37.5 per weekPOSITION SUMMARY:Serves as primary administrative support for the Director and Associate Director of the Doctor of Ministry (D.Min.) Program, and primary D.Min. student, faculty, and guest office contact.ESSENTIAL FUNCTIONS:Provides primary assistance for the D.Min. Program.Coordinates new and returning student residency preparation (in-person and virtual), including: creating and maintaining cohort-specific Google calendars; sending onboarding e-mails; assembling and distributing/shipping orientation materials (registration components, other student-related paperwork); and purchasing and distributing/shipping swagAssists faculty with residency-related travel and accommodations, as requested Coordinates event planning for D.Min. students (e.g., catered meals during residencies, D.Min. graduates' celebration dinner)Manages faculty, Dissertation Coach, and guest contracts (preparation, distribution, and receipt) for course instruction, dissertation mentoring, and dissertation editing Coordinates dissertation-project 3-chapter and 5-chapter reviews, and 5-chapter editing process, between D.Min. students, Dissertation Coaches, Dissertation Review Team, and editorsCoordinates dissertation final copy printing, binding, and distribution/shipping to graduates, Dissertation Coaches, and Library archivesComposes and sends outbound communication via email, phone, and letter to D.Min. students regarding course registration, program status, graduation, and other communication as needs ariseServes as D.Min. first contact for students, faculty, staff, and guests, responding to all inbound communication to email inbox, phone number, and mailboxManages content for new, current, and alumni student records in FileMaker ProPrepares physical classroom materials for all D.Min. face-to-face coursesPerforms other duties as assigned by the Director and Associate Director, D.Min. Program and Associate Provost of Lifelong LearningOTHER RESPONSIBILITIESProvides general D.Min. team supportShips packages and documents both domestically and internationallyAttends all scheduled D.Min. team meetingsEncourages and assists visiting D.Min. students on an as-needed basisLearns responsibilities of others in order to cover tasks when needed during absenceOversees general program logistics, document filing, meeting room reservations, front office reception, telephone coverage, and hospitality to students, faculty, and guestsAdapts assigned duties as necessary for completion of prioritized tasksFINANCIAL RESPONSIBILITY/AUTHORITYProcesses student, faculty, staff, and guest requests for payment and travel expense reports as they relate to the D.Min. ProgramManages Ramp card usage and documentation (receipts, memo line, account number)TOOLS & EQUIPMENTGmail, Microsoft Office applications, FileMaker Pro, Canvas, CampusNexus, virtual EMS, Zoom, phone/voicemail, printer/scanner/copierEDUCATION /CERTIFICATION /TRAINING /EXPERIENCEBilingual-English and Spanish proficiency in speaking, reading and writingHighly organized, detail-oriented, and self-motivatedAbility to organize, prioritize work, and meet deadlinesKnowledge of standard office policies and proceduresSkilled in Microsoft Office applicationsCollege-level coursework in secretarial and administrative office skills or equivalent education or experience; ORFour-years office experience, including two years as a secretary; ORAny equivalent combination of experience, training and/or education approved by Human Resources