Programs Administrative Assistant - Association for Clinical Pastoral Education (ACPE)
Company: Emory University
Job Location: Atlanta, Georgia
Category: Administrative Assistants
Type: Full-Time
Job Number: 170928
Department: Association of Clinical Pastor
Remote Work Classification Hybrid Remote
Health and Safety Information Not Applicable
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Description
The Association for Clinical Pastoral Education is an organization where people of diverse faith traditions, backgrounds, and cultures collaborate to provide innovative experiential education. We strive to lead in the theory and practice of clinical education for spiritual care. We promote and broaden the provision of quality professional theological education in a variety of settings.
Each employee/position makes a critical contribution to the operations of the association. Staff members must demonstrate commitment to their role, as well as to the support and enhancement of the work of the organization.
KEY RESPONSIBILITIES:
Certification and Program Support
- Provide administrative support to the Director of Education and the Chair of the Certification Commission.
- Coordinate administrative activities related to certification and educational programs.
- Ensure the Director of Education and Commission Chair are prepared for meetings, reviews, and related activities.
- Assist with the administration of certification processes and ensure compliance with applicable policies and procedures.
- Maintain confidential certification records, files, and supporting documentation.
- Create and manage electronic files and recordings related to credentialing reviews and certification activities.
- Maintain critical certification timelines and monitor deadlines for submissions and reviews.
- Coordinate review schedules and assign subcommittees while monitoring for potential conflicts of interest.
- Handle official correspondence on behalf of the Certification Commission, Commission Chair, and Director of Education with minimal supervision.
- Review incoming correspondence and identify items requiring attention or action.
Meeting and Event Coordination
- Coordinate, schedule, and support Board meetings, committee sessions, and special events.
- Prepare agendas, meeting materials, reports, and presentations.
- Attend meetings as assigned and record and distribute meeting minutes.
- Assist with meeting logistics, including coordination with event planning resources and volunteers.
- Support Certification Board, commission, and committee activities as needed.
Administrative Operations
- Maintain databases, spreadsheets, and reporting systems.
- Generate reports, charts, graphs, and other materials to support organizational operations and decision-making.
- Establish, organize, and maintain electronic and physical filing systems.
- Answer and route incoming telephone calls and email inquiries.
- Initiate, process, and maintain records, invoices, reimbursements, and related documentation.
- Order and maintain office supplies and other administrative resources.
Travel Coordination
- Coordinate travel arrangements and related reimbursements for staff, volunteers, and Commission representatives as assigned.
MINIMUM QUALIFICATIONS:
- Bachelors degree or equivalency of a high school diploma and five years of administrative experience.
Knowledge, Skills, and Abilities
- Proficiency in Microsoft Office Suite and other business software applications. Knowledge of iMIS and LearningBuilder software is a plus.
- Strong organizational, planning, and time-management skills.
- Ability to manage multiple projects and competing priorities with minimal supervision.
- Excellent written and verbal communication skills.
- Ability to exercise discretion and maintain strict confidentiality.
- Strong attention to detail and accuracy.
- Ability to learn and adapt to new software applications and organizational systems.
- Experience supporting boards, commissions, committees, or professional associations is preferred.
NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to Emory University on a flexible weekly schedule based upon business needs. Schedule is based on agreed upon guidelines of department. This role requires residency in the state of GA. Emory reserves the right to change remote work status with notice to employee.
