Administrative Assistant - Certification/Education

POSITION SUMMARY:

The Administrative Assistant must be able to work independently and provide administrative support for the Certification Registrar.  Additionally, provide data entry and clerical functions for the department that require proficient computer skills, high levels of tact, telephone friendliness, strong customer service skills, analytical abilities, attention to detail, and the ability to work as a team member through open communication, flexibility, and respect.

SCOPE OF RESPONSIBILITY:

• Follow the yearly calendar of scheduled responsibilities/activities as needed for the Registrar’s office.


• Provide appropriate communication with telephone calls, emails, visits, and written correspondence.


• Maintain a well-organized office with efficient filing systems.


• Scan documents to Laserfiche.


• Enter official transcripts into the Certification system.


• Mail documents to other unions and conferences as requested.


• Send email verification for transcripts and applications received.


• Maintain and update the Transcript/Application Tracking Excel document.


• Respond to general information emails and voice mails from educators and conferences.


• Assist Registrar and other education team members in special projects, as needed.


• Assist with planning meetings.


• Assist with minutes as needed.


• Performs other work-related duties as assigned by supervisor.

RECOMMENDED EDUCATION/EXPERIENCE:

• An associate’s degree is preferred. Relevant work experience may be acceptable in lieu of academic requirements.


• Minimum two years of relevant successful office experience are preferred to perform job duties.

KNOWLEDGE AND SKILL:

High-level knowledge of principles, policies, and beliefs of the Southern Union Conference and the Seventh-day Adventist Church.  Must exhibit strong analytical initiative and adaptability to changing priorities.  Can perform customer service, data entry, and clerical and support duties with speed and accuracy, with minimum supervision.  Knowledge of current office procedures (filing, phone etiquette, office equipment: including computer, scanner, copier, etc. and English usage (spelling, grammar, punctuation, etc.).  Communicate professionally with education staff, other departments, educators, and conferences.  Additional computer skills include, but are not limited to, working knowledge of data entry, efficient mail and email methods, calendaring, and Microsoft Office Suite (Word, Excel, Microsoft Teams), and Laserfiche.

CONTACTS, ORGANIZATIONAL RELATIONSHIPS:

Contact with all people doing business with the Registrar, whether by telephone, correspondence, or personal contact.  You must have both a pleasant personality and good communication skills.  Must possess the ability to deal tactfully and effectively and provide positive customer service with all education and Southern Union Conference personnel, and visitors. Must always be able to effectively handle confidential information/situations and maintain a high degree of loyalty and support for the Registrar, education department, Southern Union Conference, and Seventh-day Adventist Church.

PHYSICAL REQUIREMENTS:

Contact with all people doing business with the Registrar, whether by telephone, correspondence, or personal contact.  You must have both a pleasant personality and good communication skills.  Must possess the ability to deal tactfully and effectively and provide positive customer service with all education and Southern Union Conference personnel, and visitors. Must always be able to effectively handle confidential information/situations and maintain a high degree of loyalty and support for the Registrar, education department, Southern Union Conference, and Seventh-day Adventist Church.

WORKING CONDITIONS:

Essential responsibilities are performed in a sedentary and comfortable manner.  Tasks are usually performed under normal office conditions with little or no noticeable discomfort.  The work area is well lit and ventilated.  The position requires minimal travel and must be requested by the Registrar.  Candidate must live locally and work physically in the SUC Office.