Office Coordinator

SOUTHEASTERN BAPTIST THEOLOGICAL SEMINARY

JOB DESCRIPTION FORM

JOB TITLE: Office Coordinator (or Office Assistant)

DEPARTMENT: Prison Programs

Division: The College at Southeastern

SUPERVISOR: Associate Director of Prison Programs

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  PURPOSE OF THE JOB (What are the end results or objectives of this position? Why does the job exist?)

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  This job will coordinate and assist the Prison Programs department (PP) in executing all functions and responsibilities for office administration.

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  ESSENTIAL FUNCTIONS AND RESPONSIBILITIES (What duties are required for the position to exist? Estimate the percentage of time spent in each.)

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  Coordinate all logistics to support PP office, staff, professors, and partners

• Oversee and execute all printing needs for students, professors, and the office (i.e., resources for students, transcripts, recruiting letters, notes packets, etc.)

• Purchase school supplies as needed with aid of the Student Success Coordinator(s)

• Manage and assist with all correspondence from students, staff, faculty, and DAC (i.e., Moodle Forums, interest, recruiting, student needs, etc.)

• Assist DPP, Site Coordinators, and Student Success coordinators in maintaining all student records and correspondence

• Assist the ADPP with and execute program wide events

• Answer the phone, make phone calls, schedule all program related meetings, maintain Prison Programs Calendar, make copies, create files, write, and mail letters

• Coordinate any travel logistics through SEBTS approved software (fights, rental cars, etc.)

• Maintain DCI database

• Maintain Vaccine/TB test database

• Maintain supply database

• Assist with tracking program statistics

• Maintain SEBTS PP website page (through Communications Office)

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  Coordinate all PP financial aspects for reporting and reconciliation

• Reconcile Credit Card (CC) reporting

• Execute budget reconciliation including line items and total budget to ensure accurate spending

• Track grant reconciliation in coordination with the Funding Coordinator

• Inventory and purchase office supplies as needed

• Manage the financial reconciliation process for office in accordance with SEBTS guidelines

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  Coordinate all faculty onboarding and support for all extension centers—coordinate faculty onboarding for all extension centers to ensure proper policies and procedures are completed.

• Coordinate and create systems for professor PREA training, including badges.

• Assist with faculty procurement, setup of online classroom experience, and physical classroom inventory.

• Assist the DPP in maintaining Registrar Class Schedule and Sequence

• Coordinate course setup including the securing of graders, communication with professors concerning syllabi, importing Moodle courses, approving course syllabi and gradebook

• Communicate semester schedule with all extension centers

• Monitor Forum correspondence

• Review and import Final Grades in Moodle to Self-Service

• Support professors with Final Grades, Copies, etc.

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  OTHER DUTIES & REPONSIBILITIES (Responsibilities/important duties performed occasionally or in addition to the essential duties of the position.)

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  Assist the Director and Assoc Director of Prison Programs as needed.

• Occasional interaction with major funders.

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  SUPERVISORY RESPONSIBILITIES (Provide the number and type of employees supervised, level of authority to hire and fire or to make recommendations.)

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  None

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  KNOWLEDGE AND SKILLS (Indicate which are required, preferred, or desirable. Include licenses and certificates.)

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  Proficiency in Microsoft Office applications (Word, Excel, Publisher, etc.)

• Ability to clearly communicate with PP team, faculty, and staff

• Organizational, management, and logistical skills

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  FISCAL RESPONSIBILITY (Budgeting responsibilities, approval privileges on purchase orders and check requests, reporting and auditing functions.)

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  Assist DPP and ADPP in executing purchases related to Prison Program Department as needed.

• Reconcile all office expenses in Concur online platform.

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  EXTENT OF PUBLIC CONTACT (Within and outside the University)

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  Extensive contact with SEBTS faculty and staff

• Occasional external contact with the North Carolina Department of Adult Correction and major funders.

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  PHYSICAL DEMANDS (Walking, lifting, equipment, operation, etc.)

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  General health as required for the demands of job.

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  WORKING CONDITIONS AND ENVIRONMENT (i.e., necessary travel, unusual work hours, unusual environmental conditions, etc.)

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  Must be comfortable interacting with incarcerated people population.

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  Proficiency in Microsoft Office applications (Word, Excel, Teams, etc.)

• Ability to clearly communicate with PP team, faculty, and staff

• Organizational, management, and logistical skills