"School of Theology & Ministry Secretary "

The School of Theology & Ministry Secretary is responsible for assisting the Dean, the Associate Dean, the Director of Graduate Programs, and the STM Coordinators with daily STM operations. The STM Secretary is directly under the supervision of the Dean of the STM, the Associate Dean of the STM, and the Executive Secretary to the Dean. Work will be coordinated through the Dean’s Office. The STM Secretary will have full knowledge of and abide by the terms detailed in this job description and all written or verbal policies, procedures and instructions established by administration in the Lee University Staff Handbook. This is a full-time, 11-month position. The secretary for the STM should be active in his/her local church.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Act as receptionist for the Associate Dean’s Office.
• Coordinate and participate in LeeU Preview Events.
• Help maintain the STM central filing system.
• Help maintain full-time, adjunct, and part-time faculty electronic portfolios on Sharepoint/OneDrive for the STM.
• Plan and organize events with Church of God leadership as well as individual churches for the STM and the departments.
• Coordinate and maintain a social media presence for the School of Theology & Ministry (undergraduate and graduate programs), making sure that photographers are present to take photos of special events. [This task includes coordinating and providing consistent “feeds” for social media related to the STM, and engaging students in the best means of communication to keep them informed about our events and work (e.g., Twitter, Instagram, Facebook)]
• Be the “point person” for upkeep of the STM presence (undergraduate and graduate programs) on the Lee University website.
• Prepare slides and flyers for STM events.
• Update advertising and informational TVs in the STM building.
• Assist Associate Dean in planning and executing the Internship Program.
• Assist the Director of Graduate Programs as needed. Tasks include but are not limited to: preparation of semester class schedules for Fall, Spring, Summer; payroll review and revisions; preparation of annual budget proposal; new student recruitment; student advising; taking minutes at graduate committee meetings; assisting students with application process, course selection, and the graduation process; maintaining graduate program central filing systems (e.g. master syllabi, application files, current student records); producing regularly required and special-request reports (e.g. graduation status, prospects, applications in process); scheduling, administering and typing faculty student course evaluations; assisting the Director of Graduate Programs with the STM graduate programs administered by Lee Online; assisting the Director of Graduate Programs with our international programs (e.g. assisting with course creation, registration, and records for our international sites; communicating with the site directors at all international locations; creating employee contracts; assist with entering vital information related to course rosters and grading).
• Assist the Coordinator of Apologetics & Mentoring with the mentoring program.
• Help maintain electronic master syllabi for the STM (undergraduate and graduate programs).
• Assist the Dean, Associate Dean, and Director of Graduate Programs in preparing semester class schedules, working with the STM Dean’s secretary to coordinate classrooms and assignments.
• Assist in entering semester class schedules into Colleague system – Fall, Spring, All Summer Sessions.
• Help to compile and update information for faculty workload profiles and reports.
• Generate applications and forms for hiring student worker(s) both for the STM offices and individual faculty in the department.
• Organize the hiring, supervision and training of student worker(s) for their assigned tasks in the STM offices. Organize the hiring, supervision and training of graduate assistants for their assigned tasks in the STM.
• Help to manage budgets, vouchers, transfers, and purchase orders for multiple STM budgets.
• Assist with annual budget proposals.
• Inventory and Purchase stock office supplies.
• Purchase specialized items as needed.
• Assist with reporting maintenance and custodial needs/issues for the School.
• Help prepare part-time faculty contracts for all semesters (Fall, Spring, and All Summer Session) and distribute to proper channels.
• Help prepare faculty contracts for full-time faculty for all Summer Sessions and distribute to proper channels.
• Create Assignment Contracts for all full-time and part-time faculty members for all semesters (Fall, Spring, and all Summer Sessions).
• Help to generate Payroll for Fall, Spring, and all Summer Sessions and submit to the Dean’s office by the required deadline.
• Schedule Classroom Observations for the Dean and Associate Dean.
• Help to prepare and maintain electronic third-year review, retention, tenure and promotion Sharepoint folders.
• Help to maintain current faculty vitae for the STM faculty members.
• Manage annual Student Award Sharepoint folders for STM and university awards.
• Maintain STM website (undergraduate and graduate programs) and propose changes to the STM Dean and Associate Dean.
• Schedule, administer, and organize electronic faculty student course evaluations for the STM.
• Coordinate updates of faculty/staff pictures for advertising purposes.
• Review and edit the STM catalog (undergraduate and graduate programs) including courses and changes to faculty under the supervision of the Dean and Associate Dean.
• Manage new faculty candidate information through the hiring process and first year (if hired).
• Coordinate travel and meetings for the STM when requested.
• Process vouchers for travel reimbursement and expenditures from STM faculty and administrators.
• Coordinate & attend School of Theology & Ministry events – including but not limited to Weekend Sunday Shadowing, special meetings with STM majors, monthly STM meetings, faculty breakfasts, retirements, and faculty retreats.
• Assist in large STM activities as needed – including but not limited to Lee Day, Celebration, Homecoming, Graduation, LeeU Preview, Graduate Program Fairs, Graduate Program Orientations, and Pastors Conferences hosted by the school.
• Take minutes at STM Faculty meetings or other meetings when asked to do so.
• Establish long and short-term goals for self that are integral to STM function.
• Perform any other assignments that the STM Dean, Associate Dean, Graduate Director, and Coordinators may find necessary during the course of a year.

QUALIFICATIONS

For the most part, the STM Secretary reports to the Associate Dean of the School of Theology & Ministry, the Dean of the School of Theology & Ministry and the Executive Secretary to the Dean of the School of Theology & Ministry, yet for specific functions may be called upon by the Director of Graduate Programs and/or the Coordinators of the STM to accomplish specified tasks as noted in the Essential Functions above. The STM Secretary provides service to faculty and students of the Lee University community with the following performance expectations:

• Demonstration of ethical, moral, and professional behavior in the office environment.
• Demonstration of initiative to find work that needs to be done, assisting the STM Dean’s Secretary in accomplishing the goals of the STM.
• A positive, flexible attitude, without complaining, in order to set a good example for students, faculty, and other staff.
• Ability to plan and organize events with the Church of God leadership as well as individual churches for the School of Theology & Ministry.
• Ability to coordinate and maintain a social media presence for the School of Theology & Ministry. [This includes coordinating and providing consistent “feeds” for social media related to the STM, and engaging students in the best means of communication to keep them informed about our events and work.]
• Effective communication and appropriate relationships with co-workers.
• Prompt management of tasks given by Associate Dean, Dean’s office, Director of Graduate Programs.
• Maintaining confidentiality with faculty and student records.
• Willingness to respond to administrators, chairs and faculty needs in a timely and professional manner.
• Computer literacy with thorough knowledge of Microsoft Office, Adobe Pro applications, and related office software, including email.
• Ability to handle interruptions calmly and professionally.
• Ability to input and keep accurate records.
• Compose timely reports and ensure reliability and completeness of information.
• Ability to organize and prioritize tasks.
• Ability to accomplish complex tasks and meet deadlines.
• Ability to receive and respond positively to constructive criticism, guidance and suggestions for improvement regarding performance.

EDUCATION & EXPERIENCE  

The STM Secretary ideally would have experience in an administrative office, preferably in an academic setting. This could include customer service experience. The STM Secretary should be proficient with Microsoft Office applications. Some experience with social media, publication software, and record/data systems (e.g. Colleague) would be extremely helpful.

PHYSICAL REQUIREMENTS

While performing the duties of this job, the secretary is occasionally required to stand, walk, sit, use hand tools and/or controls, reach with hands and arms, climb stairs, balance, stoop, kneel, and crouch. The secretary must occasionally lift and/or move up to 25 lbs.

WORK ENVIRONMENT

• Working with students, faculty members and public could potentially expose the worker to the common cold, flu, COVID, etc.
• A long period of time working at a computer puts a strain on the eyes.
• Data entry could potentially cause shoulder issues and RMI (Repetitive Motion Injuries); the secretary is strongly advised to take breaks from the keyboard after long periods of constant work
• Temperature and humidity are maintained by a closed and regulated HVAC system.

Inquiries and application materials may be submitted to Dana Crutchfield, Executive Secretary to the Dean, dcrutchfield@leeuniversity.edu. To apply, please submit 1. a cover letter (including your Church affiliation and the date that you would be available to begin employment if hired); 2. resume; 3. completed Lee University employment application; and 4. names, e-mail addresses, and phone numbers of at least three professional references. Review of applications will begin immediately and will continue until the position is filled.