Hamilton Staff Openings

Please email your resume and cover letter to: lmcphail@gordonconwell.edu

Admissions Application & Communication Specialist

Position Summary:

Under the supervision of the Director of Admissions, the Admissions Application & Communication Specialist performs a variety of functions required for the smooth operation of the Admissions Office, serves the Admissions Office and its constituencies (prospective students, current students, staff, faculty and the general public), manages communication flow with prospective students (e-mails, postcards, letters, social media, and phone calls), assesses and appropriately handles or directs inquiries from prospective students and other constituents,works with student workers to ensure applications are being completed and assures timely distribution of both individual correspondence and bulk communication to prospective students.

Key Responsibilities:

  • With the Admissions Guest Services Coordinator, coordinates the administrative and clerical activities of the Admissions Office by serving as contact person for the Admissions Office. Provides appropriate information to internal and external inquiries and determines the appropriate handling of all incoming communications (phone, email, mail, etc.). Manages all outgoing correspondence.
  • Oversees prospective students’ application process, with special focus on efficiency of the process, including hiring, training and supervising student workers to assure timely handling of application materials. Communicates with prospective students in order to increase completed applications and processes individual correspondence and bulk scheduled communications with prospective students.
  • Is responsible for the integrity and safe handling of all admissions files, physical and electronic.  Responsible for data clean-up and occasional reporting.
  • Works with the IT department to update the application portal as needed.
  • In coordination with the Communications Office, helps manage the Admissions Office social media, web presence and print materials.
  • Responsible for writing and sending out all acceptance, rejection, and scholarship letters in a timely manner.
  • Supports campus visits and on-campus events as needed.
  • Performs other duties as requested by the Director of Admissions.

Required Competencies:

  • Experience dealing with confidential information and treating it with the security and respect required.
  • Exceptional interpersonal skills manifested in a confident, warm, outgoing manner
  • Excellent written and oral communication and listening skills
  • Highly organized and able to manage multiple tasks at once
  • Keen attention to detail and accuracy
  • Capable of functioning effectively within a student-centered, cooperative-decision-making environment
  • Demonstrated ability to relate effectively with diverse populations
  • Competency in personal computing (including typing); HTML editing and desktop publishing experience a plus
  • Experience using a Customer Resource Management (CRM) system or database software; ability to efficiently use CAMS a plus
  • Valid driver’s license
  • Willingness to work evenings and weekends as needed
  • The ideal time commitment for this position would be a minimum of two years.

Preferred Competencies:

  • Intimate knowledge of the Seminary - its history, mission, publics, programs, short and long-range plans, strengths and weaknesses (or ability to learn)
  • Understanding of the academic, personal and spiritual capabilities required for theological training

Education and Experience:

  • Bachelor’s degree experience is required
  • Gordon-Conwell alumni and/or students near the completion of their Gordon-Conwell degree preferred

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IT Service Desk Specialist

Position Summary: Under the supervision of the Director of Technology Services, this individual works to provide timely, effective, and customer-focused responses for technology requests received from the administration, faculty, staff, and students based on seminary support standards. This position also acts as the face of the Service Desk on the Hamilton campus by relationally engaging with all customers to document their needs in person and over the phone.
 
Key Responsibilities:  

  • Customer Service Response: Provides customer service to staff, faculty, and students for all campuses with a primary focus on the Hamilton campus. (50%)
  • Service Desk Operations: Ensures the accurate and complete logging of all requests and information into the GCTS service management system. Escalates all tickets to the appropriate team member based on the content of each request and incident. (25%)
  • Process Improvement and Documentation: Works in partnership with the Technology Services team to proactively identify and mitigate against potential support issues. Provides input into the creation of policies and procedures as they impact the customer. (15%)
  • Maintenance Support: Be present to provide support and communication to the customer-base as needed for projects related to the Technology Services team. (5%)
  • Other responsibilities as assigned. (5%)

Functional Competencies:  

  • Strong attention to detail.
  • Comfort speaking with people on the phone, in person, and in writing.
  • Collaboration as a team player in a fast-paced environment.
  • Familiarity, competency, and comfort working with technology in the workplace.

Education and Experience:  

  • 2+ years in customer service experience is highly desired.
  • General office experience and ability to document tasks throughout the day.
  • Knowledge of Gordon-Conwell (its organization, programs, and departments) is helpful but can also be learned on the job.

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Financial Aid Coordinator

Position Summary: Under the direct supervision of the Associate Director of Financial Aid, the Financial Aid Coordinator will assist with the planning, organization and administration of federal and institutional financial aid programs for all campuses; provides students with information regarding financial aid processes and policies; receives and processes student aid applications to determine eligibility and communicates eligibility via award letters.

Qualifications:

  • Bachelor's degree in an appropriate discipline plus one to three years of relevant administrative experience, or a combination of education and experience from which comparable knowledge and skills are acquired.
  • Excellent communication and analytical skills.
  • Ability to handle multiple tasks and issues.
  • Ability to understand and explain to others technical information in a manner that is easily understood.
  • Previous financial aid experience desirable, but not required.
  • Ability to deal effectively and sensitively with student financial information. 
  • Ability to handle confidential material according to institutional and federal guidelines.
  • A working knowledge of basic and effective customer service skills

Knowledge, Skills, and Abilities:

  • Excellent customer service skills using tact and diplomacy; professional and pleasant office manner.
  • Ability to communicate clearly by phone and in person.
  • Strong written and verbal communication skills.
  • Excellent listening skills; patient and calm.
  • Computer literate with knowledge of Microsoft Office (Excel and Word).
  • Detail oriented and able to organize and manage multiple projects while maintaining a high level of accuracy.
  • Able to work in a high pressure office setting during peak business times of the year.
  • Required to maintain a high level of confidentiality.

Duties and Responsibilities:

  • Counsel and advise prospective and enrolled students about financial aid programs and opportunities available at Gordon-Conwell.
  • Perform financial aid processing function for a case load of Gordon-Conwell students at all campuses.  Review aid application materials received from student including verification and debt committee documentation if needed.
  • Complete financial aid awarding process by emailing award letters noting eligibility of federal and institutional aid.
  • Complete the federal loan process by originating and disbursing loans for case load in Common Origination and Disbursement (COD).
  • Certify any private loan within case load.
  • Monitor outside scholarships and funds that have been received by students for impact on student loan eligibility.
  • Send annual institutional scholarship renewal notices to returning students and make necessary changes within student databases.
  • Assist the Associate Director with the maintenance of the Federal Work Study program.
  • Review the website content quarterly and draft suggested updates of content for review by Associate Director for final approval.
  • Responsible for answering phone calls and returning voice or email messages in a timely fashion to ensure a high level of customer service.
  • Utilize all technologies available through Gordon-Conwell to improve operational efficiency and effectiveness of the financial aid office.
  • Maintain current knowledge of federal regulations by participating in conferences, workshops and webinars to stay current with financial aid issues.
  • Perform other related duties as requested and assist in special projects as assigned.

Special Requirements:

  • Subject to a criminal background check prior to employment.

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Registration Assistant

Position Summary: Under the supervision of the Assistant Registrar, the Registration Assistant serves as the initial contact between the Registration Office and its constituencies (students, staff, faculty, alumni, and the general public). The Registration Assistant seeks to ensure the smooth operation of the Registration Office through efficiently completing detail-oriented administrative tasks including data entry, transcript production, phone and email communication, and other duties as assigned. The Registrant Assistant is a customer-service-driven person who sees every contact with students, staff, and faculty as an opportunity to add value to the services provided by the Seminary.  

Key Responsibilities:

  1. Communication: Handle incoming phone, email, and walk-in requests as well as retrieve voicemail and physical mail. Personally provide timely responses to all requests or forward to the appropriate team member. (30%)
  2. Office Management: Manage the day-to-day functioning of the Registration Office through keeping office space and equipment organized, training and overseeing student workers (with Registration Coordinator),  keeping digital and physical assets organized, creating documentation, and maintain the integrity and safe handling of all student files. May also provide secretarial services to the Registrar and Assistant Registrar by scheduling meetings, assisting with copying and filing, and taking meeting notes as needed. (20%)
  3. Data Entry: Process various registration related data entry including paper registration forms, pass/fail petitions, immunization and TB records, biographical data, address changes, grades, etc... (20%)
  4. Transcript Production: Responsible seminary-wide for the timely processing of all transcript requests, including current students and alumni. (15%)
  5. Enrollment Verification: Handle student requests for official letters of verification, confirming enrollment or graduate status. This can also include verification of enrollment for loan deferment requests. (10%)
  6. Website Content: Periodically update the Registration Office webpage content. Post updated forms and course syllabi each term. (5%)
  7. Perform other duties as necessary.

Required Competencies:

  • Technical Knowledge: Competent in using Outlook, Word, Excel, Adobe. Ability and willingness to learn to perform at an intermediate level in the CAMS database system. Experience with website content maintenance is helpful but not required.
  • Customer Service: Strong customer service skills with ability to display empathy with all constituents. Commitment to a high level of confidentiality and attention to detail is required. Willingness to learn registration policies, procedures, and standard degree program requirements in order to assist students.
  • Communication and Interpersonal Effectiveness: Must have excellent listening, writing, and verbal communication skills. Must demonstrate an ability to collaborate and serve in a team environment that requires collegiality and collaboration with other seminary offices.
  • Organization and Adaptability: Able to manage time well in order to accurately perform detailed work while also serving students in their varied academic concerns.

Education and Experience:

  • Bachelor’s degree or commensurate experience.
  • 2+ years’ experience working in an office or other administrative setting committed to confidentiality is strongly preferred.
  • 2+ years’ experience in customer service is strongly preferred.
  • Knowledge of Gordon-Conwell and its various academic programs is helpful.

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General Maintenance Worker

Function: Under the broad supervision of Superintendent of Plant Operations, performs a wide variety of routine maintenance and preventive maintenance tasks independently and assists in the accomplishment of more complex maintenance, repair, custodial duties as assigned, moving or other jobs.

Capabilities Required:

The incumbent must have an aptitude and three to five or more years experience in the maintenance and/or installation of utility systems including experience in several of the following trades: plumbing, electrical, HVAC (air conditioning and heating), carpentry and the interest and ability to learn and become proficient in additional maintenance procedures.

Use of Capabilities: (Illustrated by typical activities)
  1. Performs routine and requested inspections of plumbing fixtures and components, identifies problems, performs minor repairs, reports problems not able to correct of which require planning, scheduling or parts procurement.  Assists in plumbing repairs.
  2. Performs inspections and other preventive maintenance tasks on boilers, pumps, water circulators, valves, fan controls and other system components. Performs minor repairs, reports major problems and/or potential problems and assists in the correction of it.
  3. Performs specified routine checks and inspections of air conditioning and air handling systems and related components; changes filters and belts; reports other problems, or incipient problems and assists in the correction of it.
  4. Collects and disposes of rubbish and materials set-aside for disposal.
  5. Makes minor carpentry repairs. Also assists with major cleaning projects and floor refinishing as assigned.
  6. Assists in snow removal and in periodic major cleaning projects and floor refinishing as assigned.
  7. Keeps all assigned equipment clean and in proper repair
  8. Clears routine clogs or jams in toilets, sinks, urinals, disposals and floor drains asneeded. Assists in the clearing of major sewer line blockages and repairs.
  9. Makes routine inspections and tests of electrical systems and components; routinely replaces light bulbs, fuses, light covers and other minor system elements; reports major recurring problems and assists electrician in the repair or replacement of system components and in the installation of new systems or equipment as required.
  10. Monitors environmental conditions and equipment used to control the environment in buildings and makes appropriate adjustment in thermostat or control valve setting and instructs occupants in maintaining desired comfort levels where appropriate.
  11. Accomplishes routine maintenance or other requests of all types as requested and approved; refers other verbal request to Physical Plant Office for appropriate action.
  12. Cleans, removes excess grease, rust or corrosion and when appropriate, paints or refinishes utility system components, building elements, vehicle components, tools or other items as needed and requested.
  13. Provides general assistance in maintenance, renovations and relocation of projects as desired.
  14. Receives, procures and/or moves supplies, furniture and equipment and performs other tasks as directed and required.
  15. Responds to emergency calls outside of normal working hours and participates in the rotating on-call schedule.
  16. Performs all work in a safe manner; cleans up debris when job is completed or at the end of the day; follows accepted safety practices and precautions; corrects or recommends corrective action for any unsafe conditions encountered or observed in a timely manner; safeguards GCTS tools from loss, unauthorized use and other degrading factors.
  17. Provides occasional assistance to custodial or grounds services and assists in projects in other areas within Physical Plant as needed.

Temporary Part-Time Student Accounts Assistant 

Under the direct supervision of the VP for Finance and Operations/CFO the Student Accounts Team works together to serve Gordon-Conwell students pursuing certification and degrees at our Hamilton, Boston, Charlotte and Jacksonville campuses as well as our Doctor of Ministry and Hispanic Ministry programs. The Student Accounts Temporary Assistant will serve as a support to the Student Accounts team in upkeep of daily duties and special projects essential to the success and basic function of the office.

Key Responsibilities:

1. Supporting Full Time Coordinators Assist with student account adjustments, data entry, and general account maintenance as needed. Assist with processing student and coordinator requests within CAMS and FE systems. Input contact notes in CAMS database and maintain accurate and up to date record on student contact. (70%)
2. Assisting with Student Billing Communication Assist with providing statements for missed semester deadlines, past due students and unconventional billing items. (20%)
3. General Support of Student Accounts Support ongoing projects and departmental requests as needed. (10%)

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