Program Coordinator - AGS

Gateway Seminary; Ontario (CA); On-site; USD 42,000 - 65,000; Full time

Job summary

Gateway Seminary in California seeks an Administrative Graduate Studies Coordinator to assist the Program Director for the PhD and ThM programs. You will provide administrative support to the Director and faculty, handle scheduling, correspondence, and document management.

Responsibilities include coordinating student onboarding, tracking registration and progress, preparing meeting minutes, newsletters, event planning, travel reimbursements, and ensuring compliance with the Seminary's values.

Qualifications

• Prefer a Master of Divinity graduate with program coordination or project management experience.
• Excellent speaking, reading and writing skills required.
• Ability to manage multiple tasks and timelines with attention to detail.
• Ability to clearly communicate the Seminary's mission, policies, and procedures.

Responsibilities

• Assist the Academic Graduate Studies Program Director in administrative tasks.
• Provide support to faculty and students, including scheduling, correspondence, and data management.
• Coordinate onboarding, registration tracking, and progress reporting for PhD and ThM programs.
• Prepare meeting minutes, newsletters, and basic event planning for Seminar Week and related activities.
• Coordinate travel arrangements and manage reimbursements as needed.

Skills

Communication skills

Organization

Education

Master of Divinity

Tools

Microsoft Office

Outlook

Excel

PowerPoint

Word

Job description

If you have any questions about this position please contact Human Resources .

This position assists the Academic Graduate Studies (PhD and ThM) Program Director in the administration of the program and in providing support services for that Director and other faculty as assigned by the Program Director.

Essential Duties and Responsibilities:

The following duties are considered essential to the job. With or without reasonable accommodation, qualified individuals must have the ability to:

Perform clerical duties such as transcribing meeting minutes, maintaining files, communicating with students and constituents over phone and email, maintaining email correspondence relative to the program, scheduling events and managing appointments, maintaining databases of student progress and faculty work, creating monthly newsletters and basic event planning.

Collaborate with Student Services and assist in the onboarding of accepted students to the program as well as tracking student registration and progress in the program.

Plan, communicate, and implement meals and special events in correlation with Seminar Week taking place each semester.

Manage and organize student documents such as student prospectuses and dissertation approvals for the committee. Plan and implement necessary preparations for a dissertation defense and aiding students in printing dissertation documents following a successful dissertation defense.

Provide support and communication services to the Graduate Studies Committee and Graduate Studies Faculty as assigned by the Program Director. Including coordination of travel arrangements and managing reimbursements.

Perform additional duties as required by management. (Responsible for projects as assigned by the Director.)

Job duties are not limited to the list shown above and may be revised from time to time as deemed appropriate by the Seminary.

Core Values

The candidate must possess a strong commitment to the mission of Gateway Seminary, be an active member of a Southern Baptist Church, and possess a clear understanding of Baptist history, organization, polity, and culture. Gateway Seminary is a confessional institution owned by the Southern Baptist Convention. While the seminary serves the larger evangelical Christian community, employees must embrace the values and standards the seminary represents as it fulfills its mission of shaping Christian leaders. The person in this position must affirm without reservation the Baptist Faith and Message 2000, and fulfill their duties in accordance with and not contrary to that confessional document.

To perform the job successfully, an individual should demonstrate the following competencies:

Service: Manages difficult or emotional situations; Responds promptly to student and faculty needs; Solicits feedback to improve service; Responds to requests for service and assistance; Meets commitments.

Interpersonal Skills: Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others’ ideas and tries new things.

Technical Skills: Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

Oral Communication: Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings.

Written Communication: Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

Teamwork: Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Supports everyone’s efforts to succeed; Promotes atmosphere of constant improvement.

Problem Solving: Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Works well in group problem-solving situations.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience: Prefer a Master of Divinity graduate with some working knowledge of the theological education and/or substantial experience as a program coordinator or project manager.

Language Skills: Possess excellent speaking, reading and writing skills. Ability to read, analyze and interpret professional journals, technical procedures, and the ability to clearly communicate the mission, policies, and procedures of the Seminary and the Office of Academic Affairs. Able to effectively present information and respond to questions from groups of managers, students, and constituents.

Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Software: Must have good computer skills in Microsoft Office, including Outlook, Power Point, Excel and Word. Must have the ability to adapt to new systems.

Other Skills and Abilities: Pay close attention to detail and coordinate various activities simultaneously, and communicate with co-workers, and business contacts in a courteous and professional manner; Have excellent attention to detail; Efficient and organized; A self-starter.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required to sit and reach with hands and arms. The employee is occasionally required to stand; kneel, crouch, climb and balance, walk and use hands to finger, handle, or feel. The employee should be capable of lifting and/or moving up to 30 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually quiet, though moderate noise can occur at meetings and social events. It is a well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation.