Hamilton Staff Openings

Administrative Assistant to the Offices of the President
and Academic Dean of Hamilton

Position Summary: Provides a broad range of administrative, clerical, and financial services to the President and Vice President for Academic Affairs offices to support internal and external activities.  This person is a shared member of the Office of the President’s support staff and the Office of the Vice President for Academic Affairs. This person will be dually mentored by the Executive Assistant to the President and the Vice President’s Administrative Assistant.

Responsibilities:  This position is directly accountable to the Executive Assistant to the President, under the broad guidance of the President, and in matters regarding academics to the Administrative Assistant to the Vice President for Academic Affairs, and has the following areas of responsibility with appropriate authority:

Office of the President Responsibilities:

  • Handles all travel arrangements for the President. 
  • Handles all expense reports and related items for the Office of the President in accordance with financial service accounting guidelines.
  • Assists with academic year events such as Convocation, Baccalaureate and Commencement responsibilities in concert with the President’s Office and the Academic Affairs Office as directed.
  • Manages room and housing requests for these areas:  President’s Dining Room, Bell 114 apartment, Retreat House apartment, and Wilson House.
  • Produces and mails letters of appreciation to graduates’ churches, families, and friends; prepares regalia orders for Trustees participating in Commencement and coordinates their storage with Physical Plant.
  • Transcribes from dictation, if needed.  As requested, assists in editing materials going out of the President’s Office including correspondence, memos, reports, etc.; ensures the accuracy of completed work.  Prepares documents for mailing and other distribution.
  • Serves as back-up to the Executive Assistant to accept and screen incoming telephone calls, mail, and correspondence; making appropriate referrals and appointments; answering basic inquires, and initiates correspondence as authorized.  Serves as the primary contact on external and internal calls regarding the President’s schedule in the absence of the Executive Assistant
  • Maintains the working files and notebooks for the President’s Office.
  • Composes and distributes community memos from the President’s Office and orders/sends flowers and other gifts as appropriate.
  • Assists the Executive Assistant to the President with Board of Trustees dockets, mailings, and tri-annual meeting preparations.
  • Maintains office supplies and organizes the storage closet for the President’s Office.
  • Is responsible for arrangements for the President’s receptions, special events, and other public relations activities, as assigned by the Executive Assistant or the Vice President of Advancement.
  • Other duties as requested by the Executive Assistant to the President and by the President

Office of the Vice President for Academic Affairs Responsibilities:

Knowledge, Skills, and Abilities

  • Handles expense reports and related items for the Office of the Vice President in accordance with financial service accounting guidelines.
  • Submits and tracks expense reimbursement requests from faculty from their travel and computer funds
  • Tracks faculty loads & processes stipend requests for Hamilton faculty overloads.
  • Coordinates with Registration to formulate schedules for tracking & preparing adjunct contracts under the direction of the Vice President for Academic Affairs. Tracks adjunct contracts on other campuses.
  • Tracks adjunct contracts on other campuses in consultation with the Dean of Enrollment Management
  • Oversees, Reviews, Processes stipends, travel expenses and housing logistics for Visiting Lecturers and Visiting Professors.
  • Processes applications, paperwork and payments relating to student workers such as Byington Scholars, Greek and Hebrew Teaching Assistants and Fellows. Helps maintain the working files and notebooks for the Office of the Vice President on the Dean’s Office server.
  • Helps update & maintain accurate faculty information on GCTS website and server.
  • Other duties as requested by the Administrative Assistant to the Vice President and by the Vice President of Academic Affairs. Serves as back-up and in their absence, as the primary contact for the Vice President’s Office.

Skills Required

  • Soundly developed administrative, secretarial, and clerical skills including organizational and event coordination skills gained through education and/or experience
  • Comprehension of range and content of the President and Vice President for Academic Affairs responsibilities and duties, especially where they overlap
  • Financial acumen related to sound accounting practices
  • Ability to work well within a collaborative team environment
  • Clear recognition of the significance of respecting confidentiality in daily interactions
  • Ability to relate in a gracious and hospitable manner to the various constituencies of the Seminary
  • Bachelor’s degree and command of Microsoft Office Suite desktop applications required.

Please email your resume and cover letter to LBowerman@gcts.edu.

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Admissions Representative

Function: Under the supervision of the Dean of Enrollment Management and the immediate direction of the Assistant Director of Admissions, the Admissions Representative implements programs to identify, recruit and enroll prospective students.

Capabilities Required: The incumbent must possess exceptional interpersonal skills; solid communication skills (both oral and written); administrative, organizational and coordinating abilities; intimate knowledge of the Seminary- its history, mission, publics, programs, short and long-range plans, strengths and weaknesses; understanding of the academic, personal and spiritual capabilities required for theological training; and competency in personal computing (including typing, ability to attain specific technical aptitude and utilize it effectively); and be available for 3-5 weeks of travel per year. A bachelors degree is required. Gordon-Conwell alumni and/or students near the completion of their Gordon-Conwell degree preferred.

 

Use of Capabilities:

  • Schedules and conducts recruitment visits to campuses, churches and conferences nationally in accordance with the overall recruitment strategy. Works to identify key recruiting sites on a national scale, and plans travel to selected schools.
  • Interviews prospective students who visit the campus and responds to questions from phone and email inquiries.
  • Work with the Admissions Office staff in coordinating the efforts of recruitment and admissions, with special concern for the efficient use of technical tools needed to accomplish that task (including the admissions modules of the CAMS system, Excel, web, email, etc.).
  • Assists in “transition services” for incoming students. This includes identifying off-campus housing, as well as other opportunities that assist students in making the transition to the South Hamilton campus.
  • Assist in planning and implementing recruitment /enrollment management events such as open houses, Discover Gordon-Conwell, and spring/fall orientations.
  • Through oral and written communication, follow-up with inquirers and applicants to ensure their timely progress through the admissions process.
  • Submits formal and informal reports to the Assistant Director of Admissions and the Dean of Enrollment Management as required to apprise him/her of recruitment projections, status of inquiries, status of applicants, travel schedules, effectiveness of recruitment events and activities and other matters related to the recruitment and admissions process.
  • Assists in the management and reviewing of special scholarships, including the Merit-based Scholarships, Partnership Program, The Graham Scholarship, The Trustee Grant, Ambassador Scholarship, The International Student Scholarship and The Michael Haynes Scholarship.
  • Provides other appropriate related services as required or requested.

Please email your resume and cover letter to Lbowerman@gcts.edu.

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Part-Time Nursery School Assistant Teacher

Function: Under the supervision of the Nursery School Teacher, the Assistant Teacher will perform all duties to operate the on-campus nursery school. The Assistant Teacher shall be directly responsible for assisting the teacher in the classroom.

Overall Responsibilities:

Follow the center’s philosophy and staff policies

Be able to accept supervision and direction

Interact with the children during arrival/free choice

  • Greet children by name
  • Welcome parents/siblings
  • Assist in an assigned area
  • Redirect children as necessary
  • Be proactive in assisting children with conflict resolution

Assist teachers with daily snack

  • Set up snack; assist children with performing snack duties
  • Clean up of snack, washing tables, etc.

Assist children with bathroom needs

  • Instructing on proper hand washing techniques
  • Assist with buttoning/unbuttoning of clothes
  • Changing of diapers or pull-ups if necessary

Assist with gross motor time

  • Oversee a group of children at, sandbox, slide or merry-go-round or during inside activities
  • Interact with children during this time
  • Assist teachers with going to/from the playground or other outside area

Assist with circle, center time and other activities in the classroom

  • Read with children
  • Put parent mailbox information into children’s backpacks

Clean up at end of the day

  • Teachers will give Assistant Teacher specific cleaning responsibilities.
  • Help set up room for next day: preparing for projects, themes or activities

Capabilities Required:

All candidates must be at least sixteen years of age or have a high school diploma. The qualified candidate will have previous experience working with young children. S/he should also be a good communicator, proactive, flexible and nurturing.

  • Successful BRC (Background Record Check)
  • Certified in First Aid
  • Fulfills all training requirements set forth by EEC (Program Licensor)

Use of Capabilities:

Nursery School assistant teacher will be responsible to:

  • maintain all information and data as confidential in relation to the students, families and co-workers
  • maintain prompt hours and notify the Director at home by 6:30 am if you are not able to report to work by the expected time
  • assist the teachers with the welfare, health and safety of all children in the group
  • assist teachers in implementing the spiritual aspects of the classroom: grace, prayer time, bible stories, integration of faith into the curriculum and following all Seminary policies
  • assist with the supervision of all children in the bathroom to make sure the children use appropriate techniques for washing hands
  • assist with dismissal time
  • communicate effectively with the teachers, children and parents
  • attend all required staff meetings/ team meetings and school events
  • share housekeeping responsibilities of classrooms and school
  • report problems with child (ren) or room management to the classroom teacher promptly
  • assist with the practicing of monthly fire drills and emergency evacuation procedures as required by EEC (MA Dept. of Early Education and Care)

Please email your resume and cover letter to Lbowerman@gcts.edu.

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Educational Technologist

Job Summary: Reporting directly to the Assistant Director of Instructional Design & Technology, with accountability to the Director of Educational Support Services, this South Hamilton based position is responsible for the research, deployment, support and maintenance of Educational Technology for the Department of Instructional Design. Responsibilities include faculty training and orientation in Instructional Technology, assistance with the use of Educational Technologies in, and maintenance of, courses in all delivery modalities, and coordination with IT and Media Services for the maintenance and support of users with respect to learning and distance communication technologies.

Duties:

Faculty Training and Professional Development

  • In support of ATS standards and Institutional Mission, serves as a one-to-one and group trainer for faculty.  Coordinates professional development seminars in educational technologies and campus technology and information systems.
  • As necessary, constructs asynchronous/self-paced online training materials to provide instruction for faculty members and students.
  • Participates in peer networks of Educational Technology and Faculty development leaders of similar institutions.
  • Converses with and relates collegially to faculty of all disciplines knowledgeably, with general knowledge to how technical resources relate to their specific areas of research and teaching. Facility with graduate-level theological vocabulary preferred.

Research and Innovation

  • Maintains an incessant awareness of latest technological advances that pertain to education, telecommunication, LMS, and Consumer Electronics used by students, staff, and faculty.  Develops a nuanced understanding of the impact of new technology on Seminary constituents, and is able to give on-demand executive summaries to the administration and staff in these areas.
  • Assists the Assistant Director of Instructional Design & Technology with periodic reviews of contracted services and service levels relative to performance and institutional requirements.
  • Participates in Educational Technology panels, committees, and communities to understand trajectories and opportunities in Technology with key dependencies for the school.  (ie. Sakai Open Source, Nercomp, etc.)

Educational Technology & Design

  • Assists the Assistant Director of Instructional Design & Technology with developing standards and materials for online and hybrid learning.
  • Creates learning objects that are aesthetically compelling, subject-matter accurate, and compliant with a wide variety of browsers and platforms.
  • Captures, edits, and creates graphics for high-quality video learning materials, including lecture capture, scripted shots, and narrated Powerpoint/Keynote.
  • Assists the Assistant Director of Instructional Design & Technology with tracking content consumption, and optimizes hosting & DAM solutions for course media across multiple vendors.
  • As directed, ensures the systematic evaluation and upgrading of technological resources and learning materials consistent with the learning goals of theological scholarship.
  • Periodically reviews all published educational materials for ADA, FERPA, and Copyright law compliance.

Required Skills and Knowledge:
Technical

  • Advanced understanding of LMS usage, with understandings of the nuances of various LMS solutions, and their trajectories.
  • Advanced knowledge of video and audio editing platforms, preferably Adobe Creative Suite.  Ability to conform to a uniform asset labeling and storage convention, as well as knowledge of storage system architecture and best practices in archiving multimedia assets.  Experience with and administration of Lecture Capture systems preferred.
  • Able to provide support training on basic OS and features of Mac and Windows platform.  Deep understanding of mobile platforms, and “App” ecology.
  • Trainer level intimacy with Office – Word, Excel, Powerpoint, Outlook.  Familiarity with iWork- Pages, Numbers, Keynote. 
  • Deep understanding of classroom technology, including projectors, input devices, Crestron controls, Document Cameras, and PA systems.  Ability to train faculty on optimal use of same.
  • Web Design familiarity with JAVA, CSS, HTML 5.0, ePub standards.  Facility with WebDav and FTP, understanding of LDAP authentication and Exchange / Active Directory services.
  • Knowledge of video streaming formats and services, including ability to navigate encoding and player functionalities, with understanding of idiosyncratic nature of video hosting and streaming for mobile device consumption.
  • Ability to apply an understanding of  Universal Design Principles, Intellectual Property Rights, Copyright law, FERPA, and ADA guidelines.

Interpersonal and Communication

  • Ability to collaborate and serve in a team environment. This position requires collegiality and regular collaboration with Media and IT coworkers across multiple locations.
  • Ability to proactively and assertively communicate effectively both orally and in writing, including interactions with customers, IT and Media Services. Ability to communicate with non-technical students, faculty and staff.
  • Experience working in a decentralized, multi-location organization strongly preferred.
  • Ability to research and propose technology solutions for current and future technology needs to Assistant Director of Instructional Design & Technology, and Director, Educational Support Services.
  • Ability to travel up to 10%, as requested, for campus support visits regionally and out of state.

Education and Experience

  • BA required in fields of Education or Technology, or commensurate experience.  Graduate work in related field strongly preferred.
  • 5-7 years Software Developer or Trainer / Curriculum Development / Educational Technology experience required.  Experience with graduate programs preferred.
  • Candidates with experience in lay or clergy local church ministry, para-church ministry or missionary work (anticipated paths of most graduates) will be given special consideration.
  • Experience with Administrator-Level privileges in LMS and other school systems preferred.
  • Experience in cross-cultural contexts.
  • Participation in professional associations and user groups preferred.
  • Higher education or non-profit experience preferred.


The above is intended to describe the general content of and requirements for the performance of this job.  It is not to be construed as an exhaustive statement of duties, responsibilities or requirements.  The principal duties, responsibilities enumerated are all essential job functions.

Please email your resume and cover letter to Lbowerman@gcts.edu.

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Part Time Office Assistant, Student Life Services

Function:
Reporting to and under the direct supervision of the Dean of Students and Director of Student Life Services, provides administrative assistance and support to the Student Life Services Office, including office administration, data management and relational student service. Serves as a member of the Student Life Services Team.

Capabilities Required:
A college degree is preferred. The incumbent must have experience in office administration, demonstrated skill and effectiveness in human relations with sensitivity to multicultural issues. The ability to handle sensitive/confidential information responsibly is critical, as well as the ability to work flexible hours.

Must possess computer proficiency in Microsoft Office products (Word, Excel, PowerPoint, and Outlook). Ability to learn new computer programs and business processes quickly. Skill in preparing grammatically correct and accurate documents and correspondence. Strong attention to detail and organization. Ability to prioritize workload and exercise appropriate initiative while working independently on assignments. Ability to communicate courteously and effectively with others, by understanding, implementing, and relaying oral and written information and instructions. Ability to work in a team-oriented environment.

Use of Capabilities: (Illustrated by typical activities)

  • Reports to the Dean of Students/Director of Student Life Services, and works collaboratively and in conjunction with the Student Life Services Team.
  • Takes care of the day-to-day tasks that keep the office functioning. This includes answering phones, greeting students/visitors, making photocopies, sending out faxes, mailing letters, filing and generally keeping the running smoothly.
  • Schedules, reserves meeting rooms and sets up conference rooms, secures proper equipment, sends reminders and arranges for catering.
  • Prepares a variety of documents, including composing letters and emails in draft and final form utilizing software programs such as Microsoft PowerPoint, Word and Excel. Also serves as the Webmaster for Student Life Services.
  • Utilizes the internet to gather information to make informed decisions, support initiatives and find solutions.
  • Assists in the planning and implementation of events/activities sponsored by Student Life Services.
  • Prepares financial forms as needed, such as petty cash vouchers and check requests.
  • Performs other office duties as assigned by the Dean of Students.

Please email your resume and cover letter to Lbowerman@gcts.edu.

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Doctor of Ministry Financial Services Assistant Job Description

Description: This position assists financial services for the Doctor of Ministry program operates under the supervision of the Assistant Director of Student Accounts and in coordination with the Assistant Director of the Doctor of Ministry Program. Responsibilities include but are not limited to assisting with preparation of statements, monitoring overdue accounts, developing payment plans, responding to student inquiries, collecting financial aid applications and overseeing instructional information such as orientation materials and guidelines on the website. In addition to managing student accounts, this position will also assist the Doctor of Ministry office in handling the payment of department-related bills and expenses as well as the payment and reimbursement of mentors. This position is a non-benefit eligible, part-time position up to 19 hours per week.

Qualifications: The Doctor of Ministry Financial Services Assistant must have strong interpersonal, organizational and communication skills including the ability to work in a team setting across various departments, attention to multiple details and advanced computer skills. The incumbent should possess a minimum of an undergraduate degree and preferably previous accounting experience as well as a strong work ethic and the ability to maintain high levels of confidentiality.

Job Duties:

Statements

  • Assist with preparation of statements to distribute to students attending residency
  • Send monthly statements

Overdue accounts

  • Monitor accounts on a quarterly basis to determine overdue status
  • Send notices to all accounts past due over 90 days
  • Call students with accounts in overdue status
  • Work in coordination with the Doctor of Ministry Director and Assistant Director to follow up with unresponsive students with overdue accounts
  • Review accounts of students in residency to ensure account is current
  • Call students with overdue accounts prior to residency
  • Flag student accounts on hold (i.e., no transcripts, no further registration) in the system and notify the Doctor of Ministry office
  • Ensure Gordon-Conwell’s Student Accounts collection policies are consistently applied in the Doctor of Ministry Program

Payment Plans

  • Set up Electronic Fund Transfer (EFT) payment plans when necessary
  • Maintain a payment plan database and monitor monthly
  • Notify the Doctor of Ministry office when a payment booklet needs to be sent in place of a monthly EFT
  • Contact students who default on a payment plan and notify Doctor of Ministry to determine next steps (i.e., withdrawl, etc.)

Student contact

  • Answer questions by direct contact, telephone or email
  • Input contact notes in CAMS database in coordination with Assistant Director of the DMin Program
  • Accept payments
  • Inform students of payment policies and payment options
  • Collect financial aid information and when complete, forward applications to the Financial Aid office for recommendation
  • Attend residency when to discuss payment guidelines

Doctor of Ministry Finances

  • Keep payments and records up-to-date for DMin-related bills, including but not limited to the department’s American Express credit card
  • Assist in the process of making sure mentors and guest speakers get paid
  • Review and approve mentor expense reports to be submitted to the Accounting department, providing notification to mentors of payment status
  • Assist mentors when they call or email requesting information regarding payment

Miscellaneous

  • Process paperwork required for military reimbursements
  • Post transactions for meal plans, postage, corrections and adjustments to accounts
  • Oversee Financial Services information on the Sakai website
  • Maintain orderly student account files
  • Participate in Doctor of Ministry office weekly staff meetings

Please email your resume and cover letter to Lbowerman@gcts.edu.

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