Hamilton Staff Openings

Manager of Communications and Marketing

Position Summary:

Under the broad supervision of the Director of Communications and Marketing, the Manager of Communications and Marketing will plan, research, write and edit a wide variety of material to promote the mission of Gordon-Conwell. They will also manage the Communications & Marketing office project flow, from reception of new jobs to completion, and act as liaison with the campuses and programs that utilize Communications & Marketing services. The ideal candidate will be a self-starter who is able to multi-task in a deadline-driven environment.

Key Responsibilities:

Writing/Editing (50%): 
 
1. Writing: Write a wide variety of pieces, including, but not limited to, letters, marketing collateral, articles (for seminary Magazine Contact, as well as Annual Report) and web, blog and email copy. Must have ability to research and interview for original projects, as well craft text from material provided by institutional offices. Maintain and update the seminary’s editorial policy. (25%)

2. Editing: Review, proofread and edit materials produced by the Communications & Marketing office, as well as the wider seminary community. Encourage adherence to seminary’s editorial policy and institutional brand. (20%)

3. Planning: Working with departments and campuses, research and discover great story ideas for promotion of the seminary. (5%)
 
Project Management (40%):

4. Manage projects from internal clients (35%) Act as lead project manager for all Communications & Marketing projects. Manage project flow, from initial request to completion. Collaborate with seminary campuses and departments to ensure smooth procedure and establish realistic expectations. Will effectively manage projects based upon Communications & Marketing office resources and maintain workload data for reporting.

5. Manage traffic and project management process and system. (5%) Evaluate project management system and process and, working with Communications and Marketing team, work to continually refine. 
 
Perform other duties as necessary. (10%)
 
Required Competencies: 
 
Communication: Must have excellent writing, editing and proofreading skills. Portfolio of previous work is required. Must be able to clearly and effectively communicate with various constituencies, in individual and group settings, in a decentralized environment. Will be able to write in several voices, including institutional and for senior leadership. The ideal candidate will be able to understand the seminary’s brand and craft compelling messaging from a variety of sources.  Attention to detail is vital for this position.  
 
Prioritization: Must be able to prioritize and complete multiple projects in a deadline-driven environment. Will be able to create a system that is standardized, yet allows flexibility for unforeseen projects. Can proactively work with team members to foresee possible problem areas. Will exhibit exemplary interpersonal skills working with seminary campuses and departments. 
 
Education and Experience:
At least three to five years’ experience in Writing, Editing, Communications or related position, preferably in a higher education or non-profit setting.  
Bachelor’s degree in English, Journalism or related field, or equivalent experience. 
Project Management experience. 
Facility with Adobe InDesign and Photoshop a plus.

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Part-Time Administrative Assistant, MACO Department (19 hours/week)

Functions:
Under the direct supervision of the Administrator of the MACO Program, the Assistant supports the mission of the Seminary and the MACO Department by performing a variety of critical office duties and providing essential support to the Administrator and Department. This position is an important member of the MACO Departmental team by providing efficient, essential office administration and excellent service to both prospective and current students, faculty, staff and other individuals as needed. Due to strict confidentiality this position is not available to a current Gordon-Conwell student. 

Capabilities Required:

The Assistant must possess solid administrative skills, excellent written and verbal communication skills, a basic knowledge of and skills in the counseling field in general and the Gordon-Conwell program specifically, an ability to maintain strict confidentiality, computer skills including MS Office, Filemaker Pro, Microtest Q, and CPP Software, and a professional phone manner.

Use of Capabilities:

Current Students:

Process all practicum & internship paperwork, ensuring all forms are turned in and accurate in a timely manner.

Develop and maintain prospective and current student confidential files.

Responsible for the development and maintenance of current and alumni student databases on Filemaker. Upkeep of MACO Sakai portal. 

Ensure proper amount of practicum & internship packets are available for students at all times. Make copies as needed.

Work with the Administrator to provide students with essential professional information, such as current licensing procedures, liability insurance, professional memberships and affiliations.

Admissions/Prospective Students:

Process prospective student psychological testing in a timely manner and supply Administrator with results to be reviewed with Dr. Pendleton for final decision.  Copies of admission status and filing of student testing.

Promptly score psychological testing for all D.Min. candidates and supply Dr. Pendleton with results. After Dr. Pendleton’s review, distribute results and student testing files to South Hamilton D.Min. Office for processing.

Maintain proper amount of psychological testing supplies at all times for MACO, D.Min., and Psychological Testing Courses students. Work with Psych. Testing professor to arrange proper procedures for the administration and processing of students’ testing. Prepare folders with testing materials as requested by professor. 

Assist Administrator with preparations for and participation in Fall New MACO Student Orientation, Discover Gordon-Conwell, MACO Practicum/Internship Orientation and Graduate forums. 

Professors:

Maintain weekly schedules for Drs. Pendleton and Dr. Polischuk

Attend weekly staff meetings and follow up on tasks assigned.

Miscellaneous:

Daily office tasks, such as pick up and distribute office mail, make copies for MACO Administrator & Office as needed, respond to all phone calls and email requests.  

Coordinate payment of purchases by MACO Department, including completing purchase orders and securing any necessary approvals/signatures.  Keep records of all transactions.

Perform other related duties as assigned by Administrator and MACO Professors.
 

 

Stewardship Associate & Data Specialist

Role Summary: Under the direction of the Director of Stewardship, the person in this role is responsible primarily for the timely and accurate execution of the end-to-end gift entry process including receipting and acknowledging. Keen attention to detail is imperative in this position, as well as the ability to handle confidential donor and constituent information with integrity, ensuring donor intent is honored, and privacy respected at all times. The Data Specialist is responsible for the maintenance and integrity of the database system with regard to alumni records and gift entry.

Core Responsibilities: 

1. Gift Entry Responsibilities:

a. Open GCTS mail and sort gifts, pledges and other development related correspondence. Copy and stamp each gift based on departmental guidelines in preparation for gift entry. (Daily)
b. Accurately enter gifts and pledges into Raiser’s Edge: (Daily)
i. Prepare gift/pledge batches as needed
ii. Enter gift detail making sure that donor intent its honored
iii. Ensure quality control conducted by second party
iv. Commit gifts and receipt or acknowledge each donor within 48 hours of gift receipt
v. Oversee scanning and saving of all gifts and pledges.  
c. Process online donations within 48 hours of receipt, in keeping with gift entry process (Daily)
d. Process recurring EFT gifts bi-monthly on 15th and 28th

2. Notify Advancement Leadership of major gifts received for stewardship purposes. (Daily)

3. Work with accounting office Resolve reconciliation issues between Financial Edge and Raiser’s Edge. (Weekly)

4. Create new records as needed; update existing records as needed including address updates, relationships, contact information, etc. 

5. Handle donor and Partnership Student inquiries, resolving issues received via phone or email within 48 hours.  

6. Provide support to the development office as needed, which may include (but is not limited to):
a. Participating in appeal mailings
b. Thank you calls 

7. Make follow up calls to donors whose gifts cannot be successfully processed, obtain updated information and request payment of recurring gifts if past due.   

8. Collate and send prayer partner letters and new donor welcome packets to Partnership donors; design new packets for non-partnership donors. 

9. Data Integrity:
a. Run regular Quality Control reports to maintain accurate records for gift data entry and constituent records. Run reports (timing) and work with RE users to resolve

10. Create appeals and new funds as necessary. Work closely with finance department in creation of new designation codes

11. Process stock gifts and annuities, other special transactions as needed. 
 

Qualifications/Requirements:  

Bachelor’s Degree or 2+ years of data entry experience. 
Keen attention to detail and efficient work style
Must be proficient at minimum using Microsoft Office Suite, including Outlook, Word, and Excel.
High comfort level learning new technology
Experience using enterprise database or contact management software
Strong aptitude toward customer service; ability to problem solve
Proven ability to work as a team player

Desired Qualifications:
 
Experience in higher education and/or development strongly preferred.
Experience using Raiser’s Edge a plus
 

Student Account Coordinator (DMIN/HMP)

Role Summary: Under the supervision of the Assistant Director of Student Accounts the Student Accounts Coordinator (DMIN/HMP) supports the mission of the seminary and the Student Accounts team as the primary contact for students and staff in the DMIN and HMP program regarding student financial matters. Responsibilities include but are not limited to monitoring overdue accounts, responding to student inquiries, assisting with preparation of statements, supporting partner programs, and supporting the Student Accounts team. The Student Accounts Coordinator (DMIN/HMP) serves approximately 600 students between the Doctor of Ministry and Hispanic Ministry programs in addition to the approximate 1300 students pursuing Masters Degrees at Gordon Conwell across four additional campuses. 

Key Responsibilities: 

1. Monitoring Overdue Accounts Maintain an organized system for tracking and communicating with students overdue 90 days. Work with students to develop payment plans and follow up to ensure timely payments. Maintain accurate documentation in spreadsheets and CAMS database regarding mail, phone, and email contact with past-due students. Maintain accurate data for monthly and quarterly reporting on past-due balances. Set up EFT payments as requested by students. (30%)

2. Responding to Student Inquiries Answer phone, email, and occasional in person inquiries regarding all student account matters for DMIN and HMP students. Input contact notes in CAMS database and maintain accurate and up to date record on student contact. Inform students of payment policies, payment options, and process payments. Collect Financial Aid documentation and communicate with Financial Aid for processing. Represent Student Accounts at Residency Orientations. Assist VA and Tuition Assistance (TA) recipients by completing and submitting necessary documentation and certification. (20%)

3. Preparation of Statements Work with the DMIN and HMP Program Coordinators to authorize and post quarterly tuition charges to student accounts in CAMS. Prepare and organize statements for disbursement to students via email and mail on a monthly basis. (20%)

4. General Support of Student Accounts Support students from other programs as needed via phone, email, and occasional in person inquiries. (20%)

5. Supporting Relationships with Partner Programs Serve as a point of contact and reference for programs that partner with our DMIN and HMP programs. Assist in processing student account payments and payment documentation administered by partner programs. Work collaboratively and proactively in communication with the DMIN and HMP administrative staff. (10%)
6. Other Duties as Assigned 
 
Preferred Competencies and Experience: 

Communication and Interpersonal Effectiveness: The Student Accounts Coordinator must have strong interpersonal, organizational and communication skills including the ability to work in a team setting across various departments. A strong work ethic, attention to detail, accuracy in handling and processing paperwork and ability to deal constructively and pleasantly with students and third parties as a representative of Student Accounts and Gordon Conwell. 

Confidence and Competency with Educational Technology and Databases: Proficient working knowledge of Excel, Word, Outlook and other databases a must. Experience with CAMS or similar educational databases a plus. 

Education and Experience: Undergraduate degree or equivalent experience. Proven track record of success in billing or accounting setting.

Language: It is required that the incumbent is fluent in both English and Spanish; other languages would be helpful.

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