Hamilton Staff Openings

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


Temporary Senior Accountant/Staff Accountant (depending on experience)

Description: Temporary position from September 2017 - May 2017, with the potential for a permanent position after May 2017.  Provide accounting services as a member of the Accounting Services Team, which supports all seven of our campuses/major programs, as well as the central offices.

Accountability: Accountable to the Accounting Services Team, Controller/Director of Financial Services, and Assistant Director of Accounting Services.

Key Responsibilities: may vary depending on the needs of the Department.

Cash Management

  1. Ensures the Seminary has sufficient cash flow to meet operational needs.
  2. Check bank account balances daily through the online banking system.
  3. Prepare weekly cash flow analysis report and recommend weekly additions or withdrawals from investments.
  4. Reconcile monthly bank statements.
  5. Make Cash Management entries, with appropriate backup documentation.

Payroll Analysis

  1. Import payroll files from ADP software and monitor payroll mapping to general ledger.
  2. Coordinate with Payroll to research any reconciliation of ADP refunds or voids.

Accounts Payable

  1. Process all mail and e-mail coming into the Accounts Payable inbox.
  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 communicate with managers when errors occur.
  5. Coordinate with corporate credit card holders for appropriate documentation to support credit card expenses.  Ensure timely payment of corporate credit cards.
  6. Import data from the Concur system into the accounting system (Blackbaud’s Financial Edge), print checks, and assemble batches for signing, including report summaries and required vendor vouchers.
  7. Process all ACH payment data files, online payments, credit card payments, and automatic withdrawals.
  8. Follow up on unpaid, missing, and/or improperly processed invoices.

Fixed Assets

  1. Responsible for the accurate maintenance of the fixed asset ledger and work in progress account. 
  2. Monthly prepare journal entries to capitalize all equipment and building improvements and update fixed asset subsidiary ledger for all new purchases.
  3. Reconcile opening balances, purchases and dispositions from the fixed asset module to the general ledger.
  4. Track all fixed asset work-in-progress and coordinate the proper timing and accounting for fixed asset recognition.

Sales Tax

  1. Manage sales tax process to ensure timely filing for all sales tax transactions (online store, bookstores, etc.) in the appropriate states.
  2. Research accounting and tax regulations to properly record transactions.
  3. Research and file for sales tax refunds when appropiate.

General Ledger

  1. Prepare, enter, and maintain monthly journal entries.
  2. Monthly reconciliation of subsidiary ledgers to the general ledger.
  3. Responsible for lease accounting, including initial entries for new lease schedules and reviewing monthly accounts payable entries.
  4. Be able to run accurate and value added reports using the report writer in the Blackbaud system, including being able to create custom reports. 
  5. Research and resolve accounting issues in the general ledger and subsidiary ledgers.
  6. Research accounting and tax regulations to properly record transactions.

Policies, Procedures, and Training

  1. Document and provide feedback to the Team on existing procedures.
  2. Provide training to various employees on use of accounting systems, forms, and processes.

Other Areas

  1. Coordinate with other offices and make entries for interdepartmental charges. 
  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.

Preferred Competencies and Experience:

Experience/Skills Required: Bachelor's degree in Accounting or equivalent combination of education and experience.  At least two to five years of increasing responsibilities as a professional accountant; Preference for someone with not-for-profit or higher education accounting experience.

Ability to work independently and guide oneself through sophisticated tasks; Excellent analytical skills; Teachable attitude and demonstrated willingness to take on new tasks while maintaining a schedule of monthly deadlines; Ability to work in a team environment that is focused on student, donor, and internal client service; Ability to communicate internally and externally in a courteous and professional manner.

Demonstrated abilities in Microsoft Excel (Intermediate to Advanced), Microsoft Outlook and Word (efficient word processing), and computer-based accounting programs; Preference for someone with experience using automated accounts payable systems (Concur or other systems).


Logistics Coordinator for Doctor of Ministry & Ockenga Institute

Position Summary: Under the broad supervision of the Dean of DMIN & OI, and the direct supervision of the DoO, this position supports the mission of the Seminary, the DMin Program and the Ockenga Institute. The Logistics Coordinator (LC) will support the logistical needs of classes held by and for the DMin & HM Programs as well as events held by the Shoemaker Center and related centers. The LC will also assist with the management of the various grants received by the DMIN & OI. Strong preference for a qualified candidate who is at least bilingual (English, Spanish, Korean, Mandarin, French-Creole combinations). Qualified candidates will also be able to affirm and support the mission and vision of the seminary.

Key Responsibilities:

  1. Logistics Coordination: Communicate and facilitate with other on-campus offices to meet residency/class/event needs – student accounts, dining services, media services, maintenance, registration (as related to classroom usage), library, IT, faculty, etc., for all campuses as necessary. Maintain information on Sakai and communicate with students regarding details of residency/class/event – accommodations, schedule, meal arrangements, submission of required forms for residency, etc. Prepare materials for residency/class/event weeks – for students, faculty and participants, for all campuses. Assist students, faculty and participants during residency/class/event with various needs. Assist with orientation on all campuses as necessary and requested by Director of Operations. Create Photo IDs for new students. Manage inventory necessary for residency/class/event (food, paper goods, classroom needs, check requests). Supports the Dean, the Associate Dean of HMP, the DoO, and the HMP Admissions & Registration Manager in researching and establishing teaching sites for off-campus DMin & HMP classes. Provides seminary support and acts as liaison between sites and seminary (administration, students), paying attention to how operations conform to seminary and accreditation requirements. (30%)
  2. Grant Management: Provide logistical support to the directors on the grants that have been awarded to support or underwrite parts of DMIN & OI. These include, but are not limited to, Ockenga Fellows, Center for Church Revitalization, and Center for Preaching’s Preaching Initiative. Coordinate the variety of details related to implementation of the Ockenga Fellows Program. Maintain accurate budgetary tracking for grant activities. Create progress reports for directors, Dean, DoO, and Development Office to help ensure faithful execution of the original intentions of the grants. Along with Travel & Expense Coordinator, arrange for guest travel related to grant-funded work. (30%)
  3. Online Store Coordination: Maintain the online store and audio resources production office by updating inventory online and physical inventory, keeping track of all accounting for sales, customer service and general order in production room. Communicate with Accounting Office for monthly reports. (20%)
  4. Student Learning Platform Coordination: Connect with students and multi-day event participants on a regular basis to verify ability to use learning management platforms. Find ways to leverage system capabilities and IT staff’s ingenuity to better support all aspects of programs for prospects and current students and participants. (10%)
  5. Prospective and Current Student Hospitality: Create and maintain a warm, inviting, and informative environment for prospective and current students at every point of contact, whether a campus visit, external recruiting event, on-site or off-site classes. Ensure that all aspects of campus visits are conducted with a professional, welcoming demeanor and a focus on building a web of relationships between participants, prospects and current students, and other members of the seminary community (e.g., faculty, key staff, current students, alumni, other prospective students, etc.). In collaboration with the DoO, seek to sustain culture of hospitality into faculty and staff, ensure all participants, prospective, new, and continuing students are welcomed and feel a part of the Gordon-Conwell community. (10%)
  6. Perform other duties as necessary.

Required Competencies:

Relationship Building and Leadership: Proven track record of building relationships across departments and outside the organization to ensure positive outcomes. A warm, welcoming, hospitable spirit that puts guests.  Proven ability to collaborate within a team environment.  Well-developed leadership skills and administrative and organizational abilities.

Communication and Interpersonal Effectiveness: Strong preference for bilingual (English-Spanish; Korean, Mandarin, French-Creole possibilities). Must have strong written and verbal communication skills and be able to communicate in a manner that allows information to flow freely and smoothly in order to perform job responsibilities in a timely fashion.

Strategic and Creative Thinking: Demonstrated ability to implement long-term and short-term strategies to accomplish department and institutional goals. A talent for creative thinking and problem solving.

Knowledge and Discernment: Understanding of the academic, relational, and spiritual dynamics related to theological education and training. Understanding of a variety of cultures and their ethos; the ability to act as a liaison and advocate for both the student and the seminary.

Education and Experience:

  • Preference of a minimum of three years of previous experience in higher education enrollment management, or relevant experience in another field. Successful team participation is required.
  • Strong proficiency with student information systems (preferably CAMS) as well as Microsoft Excel and Word.
  • Bachelor’s degree in a relevant field.

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Library Assistant for Access Services

Established in 1970 and containing over 250,000 volumes, Goddard Library serves students and faculty at the main Gordon-Conwell Seminary campus in S. Hamilton, Massachusetts. Goddard Library functions as the main Gordon-Conwell library and in addition to supporting the South Hamilton residential campus, it serves distance students studying through Semlink, distance education, and the various Doctor of Ministry programs. Goddard Library also provides services for Gordon-Conwell students enrolled in Boston, Charlotte, and Jacksonville, and strategic support for the campus libraries in those communities. The library has a full-time staff of five and one-half, and is supported by a sizable number of student workers. Goddard Library provides centralized services for library technology, technical services, interlibrary loan, and circulation.

The Library Assistant for Interlibrary Loan and Course Reserves is a full-time hourly position. Under the supervision of the Goddard Library Director, the assistant performs interlibrary loan functions for all five Gordon-Conwell libraries (including the Center for the Study of Global Christianity library), assists with serials management and thesis binding as needed, manages course reserves at Goddard Library, assists with the library physical inventory, and supports Goddard Library public services as needed.

Capabilities required:

The assistant should have a Seminary degree and an excellent history as a library student worker; sound communication and computer skills; facility with word processing and database management; ability to learn programs quickly, to solve complex problems, and to implement procedures independently; ability to maintain a high degree of accuracy; and ability to interact constructively, tactfully, and cheerfully with library staff, members of the seminary community, and external service providers.

Responsibilities:

1. The assistant will use OCLC software to process interlibrary loan borrowing and lending for all five Gordon-Conwell libraries, and communicate with patrons about their ILL requests and with lenders as needed.

2. The assistant will manage Goddard library courses reserves and be responsible for retrieving and checking course syllabi, pulling reserve titles from the collection, and preparing for them for in-library borrowing in accordance with Goddard library standards.

3. The assistant will help with preparing serials and theses for binding; processing items when returned from bindery; and shelving bound and unbound periodicals.

4. The assistant will provide support for the circulation desk as needed. Circulation desk functions include checking-in and checking-out library materials, shelving circulation and reference books, and providing support for the Assistant Librarian for Public Services.

5. The assistant will help with shelf-reading as work as part of the Goddard library inventory process.

6. The assistant will handle scanning and inter-campus mailings for public services.

7. The assistant will perform other tasks as assigned by the library director.

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Administrative Assistant, The John and Lois Pierce Center for Disciple-Building

Function:
Under the supervision of the Director of The John and Lois Pierce Center for Disciple-Building, provides a variety of administration and executive support services to assist the Director in accomplishing the objectives of the Pierce Center and the ongoing ministry of the Director, who is also the President of Leadership Transformations, Inc.(LTI). In addition, this person will regularly interact with the Pierce Center constituency, the staff in Hamilton, Boston and Charlotte, Pierce Fellows, GCTS staff, and the Leadership Transformations executive and ministry team.

Capabilities Required:
The applicant must possess solid administrative and secretarial skills; decision-making and problem solving skills, with good relational and written skills; the ability to deal constructively with faculty, staff, students and the public; initiative and punctuality, and clear recognition of the significance of confidentiality in day-to-day ministry activities. Aptitude, creativity, and experience with the following applications: Word, Excel, Power Point, Outlook, Adobe Acrobat PDF, InDesign, MailChimp, basic Database functioning (mail merge, etc.), Facebook and Twitter.

Use of Capabilities:

  1. Affirms the importance of the Pierce Center in the seminary community as it relates to the significance of ongoing spiritual formation; is personally committed to growing in Christ-like character and conduct.
  2. Receives with a welcoming spirit all visitors to the Pierce Center office. Assists in coordinating hospitality arrangements as requested and/or appropriate.
  3. Accepts and screens incoming telephone calls, mail and correspondence; makes appropriate referrals and appointments; answers basic inquiries; initiates correspondence as authorized.
  4. Manages data on the Pierce Center staff and fellows; maintains all files and database of the Director and the Center; provides additional secretarial or administrative services as appropriate or requested.
  5. Assists the Director with the maintenance of his appointment calendar and travel arrangements; provides timely notice of pending meetings, reports and appointments; provides pertinent support data, records and materials.
  6. Initiates with the Director in the efficient operation and preparation for various meetings, including special programs hosted by the Center and/or LTI such as the fall and spring retreats, socials, workshops, Soul Sabbaths, etc.
  7. Formats, designs and prepares a wide variety of materials and handles selected mailings for the Center and LTI; produces and distributes quarterly enews and other promotions via MailChimp.
  8. Works with the LTI staff to ensure that all website information is up to date and accurate (simple text updates to events, bios, etc.). Also assists in blog postings and social media presence.
  9. Assists the Director and coordinates with the offices of Development and Finance in creating financial reports, budget and other enclosures to include with the Annual Report for the Abundant Life Foundation.
  10. Coordinates Soul Sabbaths (1-day quiet retreats) in conjunction with the MC501 instructor and the wider GCTS community.
  11. Participates in the orientation process to ensure Pierce Center priorities are communicated to new students. Coordinates Pierce Fellows bi-annual retreats.
  12. Manages LTI product inventory and creates monthly reports; prepares and ships product orders in a timely fashion.
  13. Coordinates workshops, retreats, annual events for Pierce Center and LTI: registration, facilities, food, media, etc. Creates, produces and distributes related promotional and onsite event material (hard copies, nametags, PowerPoints, e-distribution).
  14. Coordinates enrollment in conjunction with program directors for Pierce Center and LTI’s Selah and Emmaus. Creates collateral material and provides support for Selah, Emmaus and CHAT (LTI’s online church survey).
  15. Performs other related ministry management, office administration, research, and miscellaneous duties as assigned or requested.

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