Hamilton Staff Openings

Administrative Assistant to the Office of the President (Part-Time 20 hours/week)


Position Summary:  Provides a broad range of administrative, clerical, and financial services to the President’s Office to support internal and external activities.  This person will be dually mentored by the Executive Assistant and the President.

Responsibilities:  This position is directly accountable to the Executive Assistant to the President, under the broad guidance of the President, and has the following areas of responsibility with appropriate authority:

Office of the President Responsibilities:

1. Assists in event planning during the academic year including preparation of meeting materials, guest lists, name tags, and seating roster for the Board of Trustee meetings (thrice yearly); attend Baccalaureate and Commencement Committee meetings (spring) in concert with the President’s Office and the Academic Affairs Office as directed. Helps with arrangements for receptions and special events as assigned by the Executive Assistant. (20%)

2. Handles all travel arrangements for the President. (20%)

3. Handles all expense reports and related items for the Office of the President in accordance with financial service accounting guidelines. (15%)

4. Serves as back-up to the Executive Assistant to accept and screen incoming telephone calls, opens/distributes 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. (12%)

5. As requested, assists in editing materials going out of the President’s Office including correspondence, reports, etc.; ensures the accuracy of completed work.  Prepares documents for mailing and other distribution. (10%)

6. Composes and distributes community memos from the President’s Office and orders/sends flowers and other gifts as appropriate. (8%)

7. Manages room and housing requests for campus guests in these areas:  Bell 114 apartment, Retreat House apartment, and Wilson House (8%). 
8. Maintains office supplies and organizes the storage closet for the President’s Office. (7%)

9. 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. (5%)

10. Maintains the working files and notebooks for the President’s Office. (2%)

11. Other duties as requested by the Executive Assistant to the President and by the President.

Skills Required:  The incumbent should possess the following skill set:

• 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 the Board of Trustees 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
• Command of Microsoft Office Suite desktop applications required.
• Bachelor’s degree preferred.

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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 Overnight Campus Safety Officer

Shift Saturday Overnight 11:30 pm to 7:30 am

Function:

Under the direct supervision of the Director of the Department of Public Safety, Campus Safety, a campus safety officer is responsible for enforcing the rules and policies of the Seminary, patrolling the building, grounds and perimeter of the campus to identify and prevent conditions and conditions hazardous to persons and property and to maintain the personal safety and security of the faculty, staff, students, visitors, and the public.

Basic uniforms are supplied at the expense of the Campus Safety Department.

The physical requirements for this job include walking long distances and standing for long periods of time. While patrolling the premises, the incumbent must be able safely to climb stairs and ladders, enter enclosed mechanical/equipment areas of buildings, and walk on roofs of buildings.

The environmental conditions of this job include working outdoors under all weather conditions.

A Campus Safety Officers is typically assigned to one of three shifts, but may be required to work on other shifts to meet operational needs. Because the Campus Safety Department provides services around the clock, 365 days a year, working on weekends and holidays and overtime is a requirement. This position is essential to the operation of the seminary, and may be required to be on-call and report to work during off-hours and during periods of inclement weather, including times when the seminary is officially closed.

Capabilities Required:

1. Candidates with a police and/or military background are preferred.

2. Candidates must be mature, responsible and able to remain calm and make decisions under pressure. They should have demonstrable interpersonal skills and the ability to interact with a variety of personalities and situations.

3. Candidates must be able to maintain the strictest confidentiality in conformance with federal, state, school and department standards.

4. Candidates should have and maintain active certifications in CPR and First Responder. If they do not, they must agree to participate in the first available certification class offered.

5. Should it become a job requirement, candidates may also be required to become certified in the use of pepper spray and/or the expandable baton.

6. Candidates are required to attend any mandatory departmental meetings.

7. Candidates are expected to abide by the Seminary Community Life Statement and comply with all Seminary rules and regulations.

8. Candidates must have a valid and active driver’s license.

9. Some maintenance or building/mechanical background is preferred.


Use of Capabilities (as illustrated by typical activities)

1. Patrol campus on a regular basis and in a random manner.

2. Perform periodic and random interior and exterior checks of all the buildings on the property. Points of access, such as doors and windows, shall be checked and verified that they are operating as intended, closed and/or secure. Mechanical systems, such as boilers and electrical rooms, inspected for safe and normal operation. Note and report any safety or operational problems for appropriate action.

3. Inspect building for fire and/or safety code problems and report same for remedial action utilizing the seminary’s maintenance reporting system, School Dude.

4. Educate the community about school policies and procedures and enforce the same.

5. Respond to requests for public service and/or assistance (for example, lock-outs from rooms or vehicles, assisting guests arriving on campus, etc).

6. Respond to calls for medical or psychological assistance.

7. Investigate suspicious persons or vehicles and report as necessary.

8. Maintain an accurate and complete log of shift activities and generate reports as appropriate.

9. Assist at various school functions as needed, such as graduation, conferences, etc.

10. Performs communication and shift operation duties.

11. Follows, communicates and enforces the policies and procedures of the security department and seminary.

12. Is responsible for security and authorization of restricted access keys. (i.e. ensuring the key boxes are secure in the Campus Safety office at all times)

13. Assesses and resolves issues impacting the operations of the life/safety systems.

14. Assesses and communicates issues affecting the operations of the computer-based security systems (i.e. CUME CCTV access from Campus Safety Office, parking data base).

15. Informs and works with other departments regarding any safety and security situations in their areas.

16. Responds to and investigates unusual events or incidents and provides follow-up.

17. Responsible for timeliness and accuracy of daily patrol sheets, incident and accident reports.

18. Coordinates emergency responses, and is responsible for the safety of faculty, staff, students, visitors and the public.  Coordinates with outside agencies, such as Hamilton and Wenham Police and Fire departments, Massachusetts State Police, Essex County Sheriff’s Department and Lyons Ambulance Service, as needed.

19. Is accountable for all Campus Safety/seminary equipment on their respective shift.

20. Participates in continued training of campus faculty, staff, and students including fire, security and lockdown drills.

21. Provides proactive interaction with visitors and employees.

22. Informs, educates and works with other department managers to insure that all safety and security issues are resolved.

23. Works with Department of Public Safety Director and coordinates security efforts for special events.

24. Provides special security assistance for other departments of the seminary as required.

25. Ensures security and verification (DETEX Security Patrol) of seminary assets.

26. Candidate must be willing to assist with minor maintenance responsibilities as assigned by the Director of Physical Plant and complete training with the Physical Plant department to learn and understand the operation of building systems.

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Staff Accountant

Position Summary: Responsible for providing accurate and timely payments to internal and external clients. Assist all seven of our campuses/major programs, as well as the central offices, to process their invoices, check requests, and expense reports. Assist the Manager of Accounting Services and Director of Financial Services/Controller with other accounting related functions and projects, such as fixed assets, sales tax, and subsidiary reconciliations. A member of the Financial Services Team and mentored by the Manager and Director.
 

Experience/Skills Required:  Bachelor's degree in Accounting or equivalent combination of education and experience; Excellent analytical skills, Demonstrated abilities in Microsoft Excel (Intermediate to Advanced), Microsoft Outlook and Word (efficient word processing), and computer-based accounting programs; Ability to communicate internally and externally in a courteous and professional manner; Teachable attitude and demonstrated willingness to take on new tasks while maintaining a schedule of monthly deadlines; Ability to work independently and guide oneself through sophisticated tasks, which includes the willingness to be a critical thinker; Ability to work in a team environment that is focused on student, donor, and internal client service.

Accountability: Accountable to the Financial Services Team and Manager of Accounting Services and the Director of Financial Services/Controller and carries the following areas of responsibility with the appropriate authority:


Projects:

1. Assist the Manager and Director with final implementation of Concur (new online travel, expense reimbursement, and vendor payment system) across all campuses, programs, and other offices.
2. Assist the Accounting Manager in revamping the fixed asset module and how it is integrated with the general ledger module.  Assist in creating an updated policy for the fixed asset system, researching the best practices in capitalization and implementing them at Gordon-Conwell.
3. Other accounting related projects as assigned


Accounts Payable:

1. Process all mail from the mailroom and all e-mails coming into the Accounts Payable inbox on a daily basis.
2. Upload invoices into Concur system and assign them to the correct department for coding and approval.
3. Review and process invoices and expense reports that come through the Concur system for accuracy, sufficient approval, and policy compliance.
4. Responsible for reviewing all account codes to be sure the appropriate expense type, campus/major program, cost center, and project is being charged and then communicating and working with managers directly when errors have occurred.
5. Research any restricted fund payment requests for available funds before payment.
6. Coordinate with corporate credit card holders for appropriate documentation to support credit card expenses.  Ensure timely payment of corporate credit cards.
7. Import data from the Concur system into the accounting system (Blackbaud’s Financial Edge).
8. Confirm contracts are in place, accurate, and up to date for vendors with which the expense policy applies. Scan long-term contracts to vendor database and attach to vendor file in Blackbaud.
9. Work with Accounting Manager to create an accurate database of reportable 1099 and 1099R income for the IRS on a yearly basis.
10. Ensure all employees, including students and adjunct professors, are paid via EFT.
11. Print checks through the Financial Edge software and assemble batches for signing, including reports summaries that need to be signed off on; attach any vendor vouchers to payment and mail..
12. Upload all ACH payment data file for each check run to bank for Senior Accountant to approve and release.
13. Process and run bank draft report for online payments, credit card payments, and automatic withdrawals. Create and send any necessary online transactions and vendor e-mails for these payments. Create electronic files for check runs.
14. Prepare and pay monthly cell phone stipends and quarterly annuity payments, with appropriate enclosures.
15. Research credit balances on vendor accounts.
16. Follow through on unpaid, missing, and/or improperly processed invoices.
17. Follow up with vendors who have uncashed checks.
18. Maintain Accounts Payable Manual for department training.
19. Responsible for Accounts Payable portion of the month-end close, quarter-end close, year-end close, and year-end audit.


Fixed Assets:

1. Responsible for the accurate maintenance of the fixed asset ledger and work in progress account.
2. Create electronic files for monthly fixed assets that include all related payments, invoices, and other backup.
3. Monthly prepare journal entries to capitalize all equipment and building improvements.
4. Update fixed asset subsidiary ledger to include all new purchases.
5. Reconcile opening balances, purchases and dispositions from the fixed asset module to the general ledger.
6. Take annual inventory of assets and reconcile them against fixed asset module.
7. Track all fixed asset work-in-progress and coordinate the proper timing and accounting for fixed asset recognition.
8. Works with Accounting Manager in preparing all year-end workpapers and financial statement footnotes on fixed assets.


General Ledger:

1. Responsible for reconciliation of Accounts Payable subsidiary ledgers to the general ledger
2. As delegated, assist in monthly reconciliation of other subsidiary ledgers to the general ledger
3. Research and resolve accounting issue in the general ledger and subsidiary ledgers.


Sales Tax

1. Make monthly transfers from the online store to the bank account. Research any discrepancies in monthly transactions, working with the online store staff to resolve issues.
2. Reconcile bookstores and online store tax liability to assure proper reporting.
3. File monthly Massachusetts sales tax, quarterly Florida sales tax by deadlines.
4. Reconcile North Carolina bookstore sales tax with general ledger and prepare workpapers for online store portion of liability. Work with Manager of the bookstore for proper reporting.
5. Reconcile North Carolina sales tax refund general ledger account in order to create the semi-annual North Carolina sales tax refund filing. Work with Accounting Manager for proper reporting.
6. Research any errors.
7. Research accounting and tax regulations to properly record transactions.


Other Areas:

1. Ensure proper accounting and payment of all leases, taking amortization into consideration.
2. Upload daily files from student account system (CAMS) into Financial Edge.
3. Provide occasional backup for other accounting staff.
4. Other related duties as assigned.

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