Boyce Admissions Administrative Assistant

The Southern Baptist Theological Seminary; Louisville (KY); On-site; USD 36,000 - 48,000; Full time

Job summary

The Southern Baptist Theological Seminary invites applications for an Administrative Assistant in the Boyce College Admissions Office in Louisville, KY. The role supports daily front-desk operations, mailings, and visit events, helping with procurement and new-hire materials.

Responsibilities include greeting visitors, coordinating calendar items, processing requisitions, and assisting with campus events. A Bachelor’s degree and strong organizational skills are required; night/weekend

Qualifications

• Detail oriented and able to work at a fast pace.
• Excellent communication skills; ability to interact and engage people, and view, discern, adjust, and respond appropriately to non-verbal communication cues.
• Night and weekend hours may be required.
• Experience with database systems and running reports preferred.

Responsibilities

• Greet campus visitors and staff at the front desk.
• Walk guests to classes/appointments.
• Maintain an inviting, professional Admissions Office atmosphere.
• Monthly reconciliation of office procurement cards and expenses.
• Train staff on procurement card use.
• Submit check requests for the office.
• Coordinate new employment materials (nametags, polos, name plates).
• Assist with mailing recruiting materials to prospective students.
• Prepare mailings with Associate Directors weekly.
• Send recruiting postcards and manage Admissions Master Calendar.
• Create and process cross-department transfers.
• Handle paperwork for new hires/terminations.
• Oversee office supplies purchasing and storage.
• Support on-campus event attendance and logistics.

Skills

Detail oriented

Communication

Customer service

Office coordination

Event coordination

Education

Bachelor's degree

Job description

JOB SUMMARY:

The Administrative Assistant will assist the Admissions Office of Boyce College by fulfilling the administrative tasks of the office. This includes mailings to prospective students, P-Card reconciliation, working the front desk, greeting visitors, requisition requests, and helping with campus visit events.

ESSENTIAL JOB FUNCTIONS:

The employee in this position will have the following essential job functions:

• Greet campus visitors and walk-ins by staffing the front desk.

• Walk guests to their classes/appointments.

• Maintain an inviting, comfortable, and professional atmosphere in the Admissions Office.

• Monthly reconciliation of office procurement cards by keeping accurate record of expenses, staff spending, and department budget.

• Train and inform office staff on proper procurement card use.

• Complete and submit all check requests on behalf of the office.

• Coordinate new employment materials for all new hires (nametags, polos, name plates, etc.).

• Assist with mailing recruiting materials to prospective students and applicants.

• Working with Associate Directors to prepare mailings weekly.

• Working with Associate Directors to send recruiting postcards.

• Create and process all interdepartmental transfers.

• Complete necessary paperwork surrounding new hires and terminations of employment.

• Manage Admissions Master Calendar, in collaboration with SBTS Administrative Assistant, under supervision of the Associate Directors.

• Assist Boyce Associate Directors with requests for new materials.

• Oversee the purchase, distribution, and storage of office supplies.

• Attendance and assistance for on-campus events including, but not limited to, 4 Preview Days, 8 special visit days, graduation, etc.

• Work with events office for reserving places on campus for internal events, like staff meetings.

• Keep meeting notes for staff who are unable to attend staff meetings.

• Help keep recruiting closets organized.

Performs other duties as may be assigned by supervisor.

QUALIFICATIONS:

• Ability to portray the seminary values and distinctiveness in writing, speaking, and personal demeanor, and spiritual commitment.

• Detail oriented and able to work at a fast pace.

• Excellent communication skills; ability to interact and engage people, and view, discern, adjust, and respond appropriately to non-verbal communication cues.

• Night and weekend hours may be required.

• Experience with database systems and running reports preferred.

EDUCATION:

The person in this position should have a Bachelor’s degree.

EXPERIENCE:

The person in this position should demonstrate skill in the areas of office coordination, computer literacy, and interpersonal interaction. This person should also have a good grasp of grammar and proofreading skills. This person should also demonstrate skill in event coordination with attention to detail, the ability to think strategically, and communicate effectively.

SUPERVIZATION:

This position will supervise no one.

The person in this position will report to the Associate Director of Boyce Admissions.

WORK ENVIRONMENT:

The person in this position must be able to communicate effectively through verbal and written communication; make repetitive motions with wrists, hands and fingers; lift up to 35 lbs, be able to walk up and down stairs, and enter and exit all campus buildings unassisted; demonstrate the ability to sit for extended periods of time; use a personal computer for correspondence; and operate efficiently in a competitive work environment.

EQUIPMENT:

The person in this position will use the following equipment: personal computer and phone.