Staff & Administrative Opportunities

Position Summary

Under the broad supervision of the Vice President of Advancement, and in close collaboration with the Executive Director of Admissions & Enrollment, the Director of Alumni Relations works on behalf of all campuses and programs to establish and promote the lifelong value of being an alumnus/ae of the seminary. This is done primarily through the promotion and execution of meaningful opportunities for service, community, personal/professional growth, and other involvement with the seminary.

 

Key Responsibilities

Alumni Networking (40%) 

• Forge strong personal relationships with key local, regional, national, and international alumni for the mutual benefit of alumni and the seminary, leading to formal and informal partnerships, with highest priority on creating networks for student recruitment
• Oversee the development of an alumni network to support alumni, provide a feedback loop with alumni, and leverage the alumni “voice” for the seminary
• Ability to travel (up to 25%) and work evenings and weekends as needed

 

Alumni Programming (30%)

• Create, maintain, and communicate a strategic alumni relations plan to guide programming and department priorities
• Collaborates with peers across the institution to develop sustainable programming that serves a diverse regional and global audience of graduates from all campuses and programs
• Plan, promote and represent the seminary at alumni gatherings and events

Alumni Communications (20%)

• Oversee an effective general alumni communication system (print, web, social media) that both keeps alumni informed in a timely manner and provides opportunities for alumni feedback

 

Administration (10%)

• Manage the daily functions of the alumni office, including budget planning and management, student worker assignments, and internal seminary requests
• Work with the Director of Advancement Services to ensure data integrity of alumni records in the database
• Develops, monitors, and reports on metrics by which to measure progress toward alumni relations goals

 

Key Competencies

• Strategic and organizational thinking – able to integrate the mission and vision of Gordon-Conwell into a strategic plan that adds value both to alumni and to the seminary
• Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others
• Demonstrates strong interpersonal skills, including ability to initiate and maintain direct personal communication with alumni
• Proven ability to work in a matrixed environment, collaborating with all campuses and departments
• Ability to juggle multiple and sometimes competing priorities
• Professionalism and the ability to maintain confidentiality
• Strong verbal and written communication skills, including public speaking ability

 

Education & Experience

• Master’s degree required (degree from Gordon-Conwell preferred)
• At least three years of related experience at a college or ministry
• Successful track record leading the development and implementation of an alumni relations plan preferred
• Experience working on a distributed team preferred

Position Summary

In collaboration with the executive leadership of the seminary, the Director of Marketing & Communications (Dir. MARCOM) supports and enhances the seminary’s mission through the strategic oversight of Gordon-Conwell’s communication channels.

In October of 2019, Gordon-Conwell celebrates its 50th anniversary and inaugurates our seventh president, Dr. Scott W. Sunquist. This is a time of both looking backward and (especially) looking forward. Dr. Sunquist brings new vision and focus to the continuity of our mission. The Dir. MARCOM will play a pivotal role in supporting Dr. Sunquist to position the seminary for the next chapter of our mission. Both internal and external branding, marketing, and communications must be balanced and augmented as we move forward as one, unified institution distributed nationally and globally.

 

Key Responsibilities

 

Department Leadership (20%)

• Manages the daily functions of the MARCOM department, including budget planning and management, staff assignments, outsourcing and routine internal seminary requests

• Promotes a culture of collaboration, creativity and service. Leads by example with regard to professionalism and accountability, cross-organizational cooperation, and standards of conduct and inclusiveness

• Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others

 

Managing & Maintaining Strategic Communication Channels (30%)

• Creates, maintains and communicates a comprehensive communication plan to guide internal and external campaigns

• Updates and maintains the seminary’s brand and editorial standards and encourage their adherence.

• Builds and maintains a design system / pattern library to promote decentralized activity in coherence with a common system

• Maintains and update the seminary’s web and social media presence; Provides strategic guidelines and policies for their appropriate use (internally and externally)

 

Supporting the Marketing & Communication Goals of Internal Clients (40%)

Broadly speaking, the Office of Admissions is responsible for driving student enrollment; the Office of Advancement is responsible for fundraising; and the Office of the President is responsible for leading the seminary and managing its reputation. All of those goals must be coordinated and enhanced through Gordon-Conwell’s communication channels. It is the responsibility of the Dir. MARCOM to ensure those goals are working together within a coherent system and plan.

• In collaboration with leadership from internal client departments, provide strategic input and oversight to specific marketing/fundraising/communication campaigns—ensuring the strategic goals of each department fit within a comprehensive communication plan

• Manages the production of specific print, email, video, web, social components of a given marketing campaign

• Ensures that all outgoing communications are reviewed, edited and proofread to comply with brand and editorial standards

• Editing, ghost-writing, and overseeing the production of communication pieces including, but not limited to:

• The president’s weekly blog

• The president’s bi-weekly video update

• Internal seminary email announcements

• Press releases

• Responses to internal issues and/or crisis

• Responses to world events

 

Media & Public Relations (10%)

• Manages media relations for all campuses and serves as a spokesperson for the seminary.

• Works with senior leadership and faculty in relationship to the media.

• Provides communications leadership for community relations, serves as a seminary liaison with the community and creates any needed external communications to represent the seminary to local communities.

• Provides communications counsel and guidance for crisis communications and is the primary point person for media in crisis situations in coordination with the Office of the President.

• Writes any needed external communications vehicles related to situation. Partners with each campus to address specific public relations needs.

 

Key Competencies

• Must demonstrate strong writing, editing and verbal skills

• Strategic and organizational thinking – Able to integrate the mission and vision of Gordon-Conwell into a strategic communication plan that determines content and identifies and leverages a broad range communications channels to distribute content and reach target audiences and key stakeholders. .

• Should demonstrate strong interpersonal and effective team-building skills

• Ability to juggle multiple and sometimes competing priorities

• A strong working knowledge of media relations, advertising, inbound marketing, web development and WordPress

 

Education & Experience

• Should possess the minimum of a bachelor’s degree in communications, journalism, marketing, advertising or a related field. Master’s degree preferred

• Senior level experience of at least 5 – 8 years in leading the MARCOM function in a not-for-profit organization is preferred

• Successful track record leading the development and implementation of an organizational communication plan

• Knowledge of evangelical organizations and theological education is a requisite

• Experience managing distributed teams and outsourcing preferred

Position Summary:

A part-time Licensed Practical Nurse (LPN) or Registered Nurse (RN) is needed to review TB risk assessment questionnaires completed by our employees and students as required by the towns of Hamilton and Wenham, MA. The Nurse refers at risk individuals for TB testing and acts as a coordinator and liaison for students and employees who need follow up testing.

The hours for this part-time position are mostly flexible, approximately 2 hours a week dealing with forms that come in, organizing files from the semester and following up on new staff.

For a few weeks each semester the hours increase.

The beginning of fall/spring semester the hours increase before the registration fair to go over new forms, the actual registration fair (approximately 3 hours), follow-up from the registration fair, the week of TB clinic (3-4 hours Monday through Thursday usually about the 3rd week of the semester), and follow-up from the TB clinic referring students to the Public Health Clinic in Salem and coordinating with the clinic staff.

Currently most of the students and employees have completed this process. Follow up with remaining students is needed as well as incoming students throughout the academic year.

Key Responsibilities:

• Responsible for overseeing the requirement that all students and staff complete the required TB forms and TB testing as required by the Tuberculosis Risk Assessment and Testing Regulation for Schools, Colleges, and Universities in Hamilton, MA
• Maintain records and files relative to the Tuberculosis Risk Assessment and Testing Regulation for Schools, Colleges, and Universities in Hamilton, MA for the period of enrollment of each student (and period of employment for staff).
• Read and understand the Tuberculosis Risk Assessment and Testing Regulation for Schools, Colleges, and Universities in Hamilton, MA and be familiar with its Appendices.
• Be available on-site to provide risk assessments and health education to students
• Receive training from and work with Hamilton’s Public Health Nurse to conduct screening for TB or TB skin test clinics for students/staff of the school. Clinics may be organized to conduct on a routine basis or when students/staff may have been exposed to an active TB case.
• Coordinate disposal of sharps
• Make sure general medical supplies and TB testing supplies, syringes etc are stocked and up to date/not expired
• Research insurance that may be needed for this work to be done
• The GCTS Nurse provides students and staff with TB Risk Assessment and Screening Forms and a Tuberculosis fact sheet
• The GCTS Nurse collects the TB Risk Assessment and Screening Forms upon student enrollment, at the start of employment, after a student or employee resided in or visited, for one month or longer, a location of elevated TB risk.
• The GCTS Nurse reviews the form, and if the student/staff is at increased risk for TB, he or she must be tested for TB within 14 days of being notified by the GCTS Nurse that further testing is warranted.
• The GCTS Nurse is required to report “previous positives” to the Hamilton Board of Health (Public Health Nurse).
• The GCTS Nurse is required to report to the Hamilton Public Health Nurse the name, age, and contact information along with documentation of the “previous positive”.
• The GCTS Nurse should inform the person that the Hamilton Public Health Nurse will be contacting them to discuss treatment for Latent TB (past or future treatment).
• If a TB test result is positive the student or employee needs to go to the TB clinic in Salem. The GCTS Nurse needs to send a document to the TB clinic in Salem and also send a document to the Department of Public Health. If the student has questions during this process the GCTS Nurse needs to answer those questions and help the student fill out the required form(s).
• The GCTS Nurse needs to be a liaison between the TB clinic in Salem and the students, research how to get in contact with the students and relay that information to the clinic, spend extra time with international students who need help in this process, help them coordinate transportation to the clinic
• The GCTS Nurse must conduct a Program Evaluation and report results annually to the Hamilton Board of Health (by September 1 of each year, for the previous academic year).

Demonstrated Skills and Experience:

• Public health experience a plus

Education and Other Requirements:

• Current RN license in the state of MA or LPN required, experience working in public health and working with TB preferred
• Commitment to the mission of Gordon-Conwell Theological Seminary.

Functions:

Under the direct supervision of the Administrator of the MACO Program by performing a variety of critical office duties and providing essential support to the Administrator and Department in meeting program goals. The assistant must nurture a personal faith in Christ and execute the Seminary vision, values adhering to the GCTS Statement of faith, mission, and Community Life Statement. 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, including excellent written and verbal communication skills, proficiency with Microsoft Office including Word and Excel, as well as the ability to learn new software (such as Concur, Filemaker Pro, Q Local etc.). A top priority for this position is the ability to multitask and have strong computer skills. In addition, applicants need to have a basic knowledge of and skills in the counseling field in general and the Gordon-Conwell program specifically, and an ability to maintain strict confidentiality.

Use of Capabilities:

Current Students:

• Maintain records of each students’ clinical placement, number of hours completed, and site supervisor evaluations as well as maintaining records of student evaluations of the field site and site supervisor (provide documentation of supervisor and student evaluation).
• Process all practicum & internship paperwork, ensuring all forms are turned in and accurate in a timely manner. Ensure proper amount of practicum & internship packets are available for students at all times. Make copies as needed.
• Develop and maintain prospective and current student confidential files.
• Responsible for the development and maintenance of current and alumni student databases on Filemaker. Up keep of MACO Sakai portal.
• Work with the Administrator to provide students with essential professional information, such as current licensing procedures, liability insurance, professional memberships and affiliations.
• Support the Program Administrator in preparing for New Student Orientation, Practicum/Internship Orientations, Graduate Student Forum and communicating with students through emails and letters as needed.
• Process testing as needed for courses or ordination requirements. Maintain proper amount of psychological testing supplies at all times for MACO, D.Min., and Assessment Course students. Work with Assessment course faculty to arrange proper procedures for the administration and processing of students’ testing. Prepare folders with testing materials as requested by professor.

Professors:

• Attend counseling department meetings and maintain minutes of the meetings. Be sure to follow up on tasks assigned.
• Assist faculty in negotiating the online learning environment and other teaching needs including printing letters of recommendation.

Miscellaneous:

• Answer incoming calls and emails including applicant, student and community requests for information.
• Assist in maintenance of office equipment and ordering office and classroom supplies as necessary.
• 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 faculty.

Position Summary: Under the broad supervision of the VP of Human Resources supports the mission of the Seminary and the HR Department by performing a variety of administrative, human resource, compensation and employment functions on behalf of all campuses and extension sites.

 

Essential Responsibilities:

1. Recruitment: Manage full life cycle recruitment (post, source, prescreen, schedule, background, references, offer, onboarding, etc.) for exempt & non-exempt staff positions with emphasis on being proactive in recruitment and communication efforts with hiring managers and candidates. Complete hiring process within defined metrics to minimize overall time-to-start. Develop appropriate marketing/sourcing strategies, shape roles and responsibilities of hiring team, and ensure an effective and efficient recruitment lifecycle while minimizing cost-per-hire. Expand reach to a larger, more diverse pool of qualified Christian candidates for staff openings. Enhance adequate and up-to-date web presence for HR function to better inform and serve prospective candidates.  Provides materials and information to candidates and responds to questions and inquiries regarding regular staff, temporary, casual labor and student employment at the Seminary.  In conjunction with the director and hiring managers, selects final candidates and prepares offers of employment for approval. Trains hiring managers on interview skills, in compliance with local, state and federal law. 20%

 

2. Handles all new employee orientations including a review of our employment policies and procedures, and collaborates with the HR Benefits administrator, ensuring the timely processing of all pertinent HR paperwork. Seeks ways to better welcome and orient new hires to Gordon-Conwell. 10%
3. Compensation: In partnership with the VP of HR, manages the development, implementation and administration of compensation programs. Monitors the effectiveness of existing compensation practices and recommends changes that are cost-effective and consistent with compensation trends and corporate objectives. Provides expert guidance and recommendations to hiring managers on pay decisions, policy interpretations, and job evaluations. Oversees the participation in salary surveys and monitors salary survey data to ensure corporate compensation objectives are achieved.15%

 

4. Provides information and assistance to employees on various employment policy matters, programs and services, workers comp, etc. Handles, or refers employee relations matters as they arise and as appropriate. Attends and participates in employee disciplinary meetings, terminations, and investigations. Handles all aspects of employee leave management. 15%

 

5. Compliance, Reporting and Records Management:
   – Maintains compliance with and has strong working knowledge of all federal, state and local employment laws and regulations including, but not limited to the FLSA, FMLA, OSHA, ADEA, COBRA, and ADA. Handles developing policies and management practices in conformance with these statutes and filing of necessary governmental and agency reports.
   -Generates an array of HR reports–such as ATS report, IPEDS, annual budget preparatory reports, salary increase reports, OSHA, workers’ compensation reports, applicant tracking and statistical reports, and other reports as requested.
   -Maintains employee records (electronic and paper files) accurately and timely. 20%

 

6. Serves as primary back-up to Payroll/Benefits administrator – receives cross training on payroll process and remains up-to-date in payroll and benefits matters to be fully equipped to process payroll and benefits in absence of Payroll Administrator.10%
7. In partnership with Student Financial Services and Student Life Services, co-administers our Community Work Study program with Hamilton-Wenham schools. 5%
8. Performs other related duties as assigned or requested.

 

Required Competencies:

• Thorough understanding and working knowledge of state and federal employment laws and regulations, as well as thorough understanding of the human resources policies and procedures of the Seminary.
• The incumbent must possess strong administrative and computer skills including MSOffice Suite, HRIS systems, database management.
• Able to maintain the highest levels of confidentiality; possess sound judgment.

 

 

• Excellent interpersonal and customer service skills required for effective interaction with members of administration, faculty, staff, students, and general public; Must be service oriented and able to work proactively and with a team approach.
• Excellent time management skills with a proven ability to meet deadlines. Must be flexible and able to handle many tasks simultaneously. Strong analytical and problem-solving skills; detail oriented.

 

Education and Experience:

• Education: Bachelor’s degree in human resources or related field, or equivalent experience.
• Work experience: Minimum of five years of progressively responsible experience in human resources. Proven skills and past experience in all facets of human resource management especially in the areas of recruitment, interviewing and selection, compensation management and compliance.
• Certifications: PHR or SPHR strongly preferred Skills: Strong attention to detail and understanding of accounting systems, and Microsoft Excel, Word, and
• Other Preferences: Strong communication skills and ability to work in a team

 

Description: Under the direct supervision of the Assistant Director of Student Accounts, 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 in our Doctor of Ministry and Hispanic Ministry programs. The Student Accounts Coordinator for Accounts Receivable supports the mission of the seminary by providing excellent customer service as one of the primary points of contact regarding billing, payments, payment plans, and general inquiries regarding Student Accounts. In this position, the incumbent will lead the team in processing cash and cash equivalents with accuracy and attention to detail.

 

Key Responsibilities:

1. Oversee Daily Student Account and Internal Deposits Receive and allocate cash and cash equivalents to appropriate student accounts and departmental accounts. Prepare cash and cash equivalents for timely bank deposit. Maintain accurate records for request for campus petty cash replenishment. (40%)
2. Coordinating Student Care Serve as primary point of in-person contact regarding all student account and account receivable matters for GCTS Hamilton students, staff, and faculty. Inform students of billing processes, payment policies, and payment options. Must be able to serve multiple constituents with a variety of requests and needs in a timely, gracious, and well-prioritized manner. (35%)
3. Maintain accurate and up-to-date accounting: Maintain precise records of payments for reconciliations and accounting review. (15%)
4. General Support of Student Accounts Support department staff by assisting with student care and records management duties during busy seasons, vacations, and sick leave. (10%)
5. Other Duties as Assigned

 

Competencies:

• Communication and Interpersonal Effectiveness: The Student Accounts Coordinator for Accounts Receivable must have strong interpersonal, organizational and communication skills including the ability to work in a team setting across various departments. Must have the ability to deal constructively and pleasantly with students and third parties as a representative of Student Accounts and Gordon-Conwell.
• Detail-Oriented: A strong work ethic, attention to detail, accuracy in processing payments and paperwork is critical.
• Demonstrated Ability to Multitask: The incumbent should have the ability to work with consistent interruptions while maintaining meticulous accuracy and attention to detail.
• Confidence and Competency with Educational Technology and Databases: Knowledge of Excel, Word, Outlook and other databases a must. Experience with CAMS, Financial Edge or similar educational and financial databases a plus.

 

Qualifications:

Education: BA in Accounting or related field preferred; or equivalent experience.

Experience: Two to three years’ experience in a customer-focused position, with cash handling and management experience a must. Cashiering, banking, or other cash-based experience highly preferred. Strong working knowledge of excel and MS Office Suite.

 

Reporting to and under the direct supervision of the Chief of Staff and Executive Assistant to the President, the Event and Guest Housing Manager coordinates and manages events held on campus and Housing and Guest Room services for guests of the Seminary.

 

1. Guest Housing Management:

Capabilities Required:

• Basic administrative, general office and computer skills, including word processing and database management ( e.g., MS Word, Access, Excel primarily)
• Considerable ability to relate to students, staff, faculty in a warm and friendly manner
• Good oral and written communication skills
• Able to work well in a team environment
• Ability to be flexible and handle many tasks simultaneously
• Ability to maintain the highest level of confidentiality
• Detail oriented
• Sound judgment

 

Essential Responsibilities (Illustrated by typical activities)

Guest & Commuter Housing

• Maintains guest housing calendar for North Wing, guest apartments and commuter housing.
• Receives and makes reservations, cancellations, etc.
• Completes paperwork and distributes to appropriate departments
• Completes monthly billing to departments and off-campus guests.
• Tracks key return and key replacement requests.
• Oversee cleaning staff to ensure timely turn on apartments
• Evaluate apartment conditions and contact facilities or outside contractors to fix any maintenance problems
• Maintain/buy supplies for apartments (toiletries, towels, cleaning products, etc)
• Furnish empty apartments

 

1. Event Management:

Capabilities Required:

• Must demonstrate the ability to work in a fast-paced environment
• Possess high levels of customer service and professionalism, particularly in stressful situations
• Must be available for evening/weekend hours and able to travel as needed
• Superior guest relations skills
• Strong ability to multi-task and juggle many projects at once
• Impeccable attention to detail and accuracy
• Proficiency required with data input, data extraction, and assembly of data and information (i.e. for mailings, guest lists)
• Excellent oral and written communication skills

 

Use of Capabilities (Illustrated by typical activities)

The Event and Guest Housing Manager plans and executes event services necessary for the successful production of events for Advancement, the Office of the President, All Centers and other offices throughout the Seminary as needed. The Event and Guest Housing Manager, under the direction of the Chief of Staff and Executive Assistant to the President, plans logistics for each assigned special event.

Supporting actions include, but are not limited to:

• identifying and securing event space; identifying, negotiating with, and hiring service providers (i.e. caterers, A/V, linens, lighting)
• coordinating programming elements; maintaining guest lists; managing all event mailings and communications; interfacing with attendees; and tracking information pertaining to each event
• The Event and Guest Housing Manager is responsible for ensuring that the multitude of details and mechanics required to execute high quality special events are flawlessly orchestrated from start to finish.
• Maintain a Master Calendar for the Seminary. Work with all departments to ensure no overlap of events.

 

Qualifications:

• Bachelor’s degree preferred
• At least 2-3 years of event planning experience
• Experience working in the hospitality industry is strongly preferred

Title:               Accounting Associate – Accounts Payable

Reports to:     Assistant Director of Accounting Services

Location:        South Hamilton, MA

Status:                        Full Time

 

 

About Gordon-Conwell: Gordon-Conwell is a multi-denominational evangelical Protestant graduate school, unique with its broad array of over 2,100 students and 200 faculty and staff from 98 denominations and 64 countries. Our four campuses include a residential model of education at South Hamilton, Massachusetts (our main campus); an urban context offering classes in five languages in Boston, Massachusetts; and adult educational models in both our Charlotte, North Carolina campus and Jacksonville, Florida campus.

 

Our mission is to prepare men and women for ministry at home and abroad. Rooted in the gospel and God’s Word, the seminary seeks to develop Christian leaders who are thoughtful, globally aware, spiritually mature and ready for a broad array of ministries. While being historically orthodox and evangelical, we seek to address the issues of our times with both relevance to the culture and faithfulness to Christ and God’s truthful Word.

Position Summary: Under the supervision of the Assistant Director of Accounting Services, and working closely with the Staff/Senior Accountant – Accounts Payable, this position supports the Gordon Conwell mission by processing all Accounts Payable for the Seminary.  The Accounting Associate – Accounts Payable brings biblical stewardship and professional integrity to the position.  Primary duties include reviewing invoices and expense reports for accuracy and paying all invoices and expense reports in a timely manner.  This position requires gaining a thorough understanding of the Seminary’s automated accounts payable system (Concur).

 

Key Responsibilities:

1. Mail processing: Process all paper mail and e-mail coming into the Accounts Payable inbox.  Upload invoices into Concur system and assign them to the correct department for coding and approval. (10%)
2. Invoice and Expense report review: Review invoices and expense reports that come through the Concur system for accuracy, proper account coding, sufficient approval, and policy compliance. Communicate with employees when issues arise. (40%)
3. Company credit cards: Review all corporate credit card holders for appropriate documentation to support credit card expenses. Ensure timely payment of corporate credit cards and follow up with employees who have not submitted timely expense reports. (10%)

 

 

4. Check Runs: Perform check runs twice a week, paying each vendor in the appropriate manner (EFT, check, Concur Pay, bank draft).  Import data from Concur into the accounting system (Blackbaud’s Financial Edge), print checks, and assemble batches for signing, including report summaries and required vendor vouchers.  Obtain necessary signatures, stuff checks in envelopes to mail.  Process all ACH payment data files, wires, online payments, credit card payments, and automatic withdrawals.  Report outgoing payments to the bank for Positive Pay. (25%)
5. Process monthly recurring payments: Using Blackbaud’s Financial Edge, initiate monthly recurring payments and obtain approval for payment.  Process with normal check run. (5%)
6. Lease Payments: Adjust the principal and interest entries on all capitalized lease payments using amortization tables. Prepare year-end accounting of leases for annual audit. (5%)
7. Other Duties: Void and re-issue checks when necessary and follow up with recipients of un-cashed checks. Make corrections to account coding in Financial Edge as needed.  Maintain a list of all cash advances and ensure there is a final accounting of the advance.  Assist the accounting department with year-end needs related to the annual financial audit and any additional quarterly reporting.  Other duties as assigned.  (5%)

 

Required Competencies:

• Planning, Organizing and Execution: Demonstrated ability to manage a large volume of transactions and process them in an efficient manner. Manage multiple tasks and prioritize as necessary.  Take responsibility for accurate and timely vendor payments.
• Communication Skills: Professionally interact with all levels of leadership, faculty and staff. Strong communication skills to respectfully question expenses without offending people.  Provide training, follow up on email in a timely manner, and work with Accounting team members.
• Adaptability: Ability to gain a thorough understanding of Gordon Conwell’s automated accounts payable systems (Concur), invoice and expense report policy and accounting cost centers and account codes.
• Self motivation: Work independently and look for ideas for improved processes.  Maintain a system of reminders to ensure accuracy in the Accounts Payable function.

 

Education and Experience:

• Education: Minimum 2 years college education or equivalent experience
• Work experience: Previous experience managing large volume of transactions
• Skills: Strong attention to detail and understanding of accounting systems, and Microsoft Excel, Word and Outlook
• Other Preferences: Strong communication skills and ability to work in a team environment.

Overview:

 

Under the supervision of the VP of Org Effectiveness and Human Resources supports the mission of the Seminary and the HR Department by performing a variety of administrative responsibilities in support of the Human Resource function. The incumbent must possess soundly developed administrative and clerical skills including: organizational and coordination skills gained through education and/or experience; comprehension of range and content of the HR function; ability to work well within a team environment; clear recognition of the significance of confidentiality in day-to-day activities; and ability to relate in a gracious and efficient  manner to the various constituencies of the Seminary.   Associate’s Degree and command of Microsoft Word Office Suite desktop applications required.

 

Essential Duties:

• Welcomes and directs visitors. When necessary, answers and transfers phone calls, screening when necessary. Responds to and resolves administrative inquiries and questions

• Coordinates and schedules meetings and appointments for the VP, and prepares agendas and schedules as needed. Maintains schedule, electronic and paper files and records for HR leadership.

• Records management: Supports the HR department by ensuring all files are accurately and regularly maintained. Stays abreast of federal, state and local compliance laws and regulations related to records maintenance, retention and destruction.
• HR Communications and Reporting: Assists in creating, proofreading and editing materials such as HR Communications, policies, etc.; ensures the accuracy of completed work. Prepares documents for mailing or other distribution.  May assist with preparation of human resource reports such as attendance, new hire, and turnover reports.
• Workflow: Assists as required in the creation and workflow of required paperwork for employee transfers, changes in job classification, etc, and other related employment matters. Collaborates with department heads to ensure that updated job descriptions are up to date and on file as duties change and roles evolve.
• Budget: Maintains a system for recording expenses and tracking HR budget, including expense reports and invoice processing, and in accordance with financial service accounting guidelines.

• Office Logistics:  Maintains office supplies and organizes storage. Sorts mail and correspondence; answering basic inquiries.

 

• Performs other related duties as assigned or requested.

 

Required Skills/Abilities:

• Excellent verbal and written communication skills. The incumbent must possess strong administrative and computer skills including MSOffice Suite, HRIS systems, database management. Minimum 60 WPM.
• Able to maintain the highest levels of confidentiality; possess sound judgment.
• Excellent interpersonal and customer service skills required for effective interaction with members of administration, faculty, staff, students, and general public; Must be service oriented and able to work proactively and with a team approach.
• Excellent time management skills with a proven ability to meet deadlines. Must be flexible and able to handle many tasks simultaneously. Strong analytical and problem-solving skills; detail oriented.

Education and Experience:

• Associate’s degree in human resources or related field, or equivalent experience
• Two years of administrative assistant experience preferred.