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Administrative Coordinator (Part-Time)
Company: Azusa Pacific University
Location: Azusa, CA
Employment Type: Part Time
Date Posted: 09/12/2020
Expire Date: 11/12/2020
Job Categories: Education
Job Description
Administrative Coordinator (Part-Time)
The Center for Vocational Ministry (CVM) spans the undergraduate and graduate/seminary within the School of Theology. The Center supports the formation of undergraduate ministry and seminary students (and alums), conducts research on clergy and ministry leaders, and provides services to denominations, churches, and pastors in the areas of pastoral health and leadership formation. The Administrative Coordinator is a part-time (20 hours/week) position that will assist in coordinating key CVM operations, manage multiple grants, restricted, and operational budgets, and directly report to the Executive Director of the Center.

Required Education
* Masterís degree preferred. Applicants who do not meet the educational requirement of a Masterís degree may substitute significant work experience in administration.

Required Experience
* 5-7 years of administrative management and leadership experience in a large ministry or Christian higher education environment.
* 3-5 years of budget management experience, grant budget experience preferred.

Primary Duties/Essential Functions
* Organizational Leadership
- Creates, proposes, implements, manages, and assesses new systems to ensure timely and complete projects and solutions in collaboration with other Directors.
- Assists with administrative operations of the Center for Vocational Ministry (CVM), providing the Executive Director with routine and special reports on budget, planning programs, and personnel.
- Directly reports to the Executive Director and independently represents the Executive Director and the Center for Vocational Ministry with discernment and tact to internal and external constituencies through phone, electronic, and face-to-face communication.
- Monitors and updates systems to fully digitize all CVM records, including budget, personnel, correspondence, meeting agendas and minutes, etc., ensuring compliance with University and School records policies.
- Demonstrates strong organizational skills in a fast-paced environment, providing proactive, resourceful, and efficient responses. Assesses the urgency and importance of situations and acts accordingly.
- Demonstrates expert written and verbal communication skills, strong decision-making ability, and attention to detail.
- Supervision of student workers to assist with administrative duties as needed.
* Manages the Executive Directorís schedule, appointments, correspondence, and travel. Drafts correspondence, agendas, and other writing projects as requested. Maintains professionalism and a high degree of confidentiality in all matters.
* Financial Management
- Manages multiple grant, restricted, and operational budgets for all CVM programs, to include tracking, budget projections, providing accurate information for annual grant reports, and regular reports to the Executive
- Manages the reconciliation of Wells Fargo P-cards for all CVM staff.
- Manages the business aspects of YLI programming.
- Manages all business aspects of CVMís Flourishing in Ministry coaching and coaching certification programs, including billing software, contracts, insurance, scheduling software, etc.
* Staff Development
* Develops and maintains confidential personnel and financial files.
* Coordinates logistics for staff parties, off-site planning and training days, and other all staff gatherings.
* Approve all time cards, absence requests, etc. for CVM staff.
* Maintains office supply inventory.
* Prepares materials needed for staff meetings, workshops, and other events offered by CVM.
* Ability to work under pressure, exuding a mature demeanor while multi-tasking in a deadline oriented environment with accuracy and consistency.
* Ability to learn and implement systems, procedures, and policies.
* Collaborative, effective team member and team builder.
* Ability to collect, analyst, disseminate, and retain information.
* Ability to construct and manage budgets, including forecasting future budget needs and reallocation.
* Coaching, spiritual direction, and/or mentoring training and skills.

Mental Demands
* Ability to work under pressure and meet deadlines.
* Ability to direct multiple tasks concurrently.
* High level of written and verbal skills, as well as quantitative data skills.
* Skilled in events and communications.
* Ability to work independently, with high degree of initiative and maintain confidentiality.
* Ability to learn and implement procedures.
* Ability to collect, analyst, disseminate, and retain information.
* In agreement with the purpose and mission of Azusa Pacific University in providing a Christian-based higher education for its students and a Christ-based work environment for faculty, staff, students, and external partners.

Physical Demands
* Intermittent sitting, standing and walking.
* Repetitive wrist/finger motions at computer keyboard.
* Constant hearing and speaking.
* Ability to lift, grasp, reach and bend.
* Able to lift up to 20 lbs. occasionally.

Visual Demands
* Computer monitor and reading.

* Pleasant shared office setting, comfortable temperature.

* Proficient in Google Apps., Microsoft Office, Word and Excel.
* Social media and web design.
* University PeopleSoft data applications.

Azusa Pacific University is acting as an Employment Agency in relation to this vacancy.
Contact Information
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