Position Title: Program Coordinator, PhD Program in African American Preaching and Sacred Rhetoric
Department: PhD Program
Reports to: Director, PhD Program in African American Preaching and Sacred Rhetoric
Classification: Part Time, Hourly Non-Exempt; 20 hours per week
ABOUT CHRISTIAN THEOLOGICAL SEMINARY
Christian Theological Seminary (CTS) is a fully accredited ecumenical graduate school located in Indianapolis, IN related to the Christian Church (Disciples of Christ) and serving the whole people of God. We welcome all faiths to explore/ engage in an intellectually rigorous, spiritually formative, and emotionally supportive education that equips our students to go out into all the world and serve—whether that is in the church or out in the community. CTS also offers a robust counseling program that provides professional counseling preparation and spiritual/theological integration for those training to become mental health counselors, marriage and family therapists, pastoral psychotherapists, and spiritual care specialists.
The program coordinator provides administrative and clerical support for the PhD Program Director and Assistant Director. This position will support various main office functions including preparing correspondence, answering phones, monitoring office inventory, and ordering supplies, maintaining calendars, and various other assignments as needed.
- Answering telephones, arranging for meetings and travel, and managing schedules for Affiliate faculty, program needs, students, and core stakeholders.
- Helps in budgeting by providing estimated or accurate costs of travel, materials, labor, and equipment for the program; suggests cost cutting measures to save organizational expenses and applies appropriate codes/tracking mechanisms and system indicators for programmatic expenditures and travel.
- Assist with Program scheduling, including meetings, appointments, and monthly travel demands on behalf of the PhD program; fulfills administrative needs including notes, itineraries, written material, documents, and archive considerations.
- Serve as administrative liaison with PhD students for announcements and responding to all logistical student concerns and needs.
- Coordination of materials within the CTS Learning Management System (Populi), and preparation/distribution of all materials for the PhD Committee.
- Assist with writing, editing, and mailing of written correspondence, email communications, form responses and interest forms/inquiries on behalf of the PhD office.
- Monitor group email to respond to inquiries and requests for information on behalf of the PhD program; Keep and update all academic files necessary for institutional reporting.
- Coordinate PhD and Program Director Faculty mailboxes and distribute mail.
- Interact with donors and prospects via gratitude letters, note cards, follow-up calls, special assignments and support as needed.
- Participate as a liaison for team meetings to guarantee continuity between administrative, development, academic and leadership functions, timelines and needs of the program.
- Work with communications’ team to assist with social media presence of PhD program.
- Assist with planning and execution of PhD projects and events as well as insure PhD events interface with the CTS academic calendar and space parameters.
- Meeting notes, attachments, records, and documentation are stored for historical record and ongoing reference.
- Tracks historical documentation, materials, correspondence, and requests for ease of reference and metrics.
- Assistance with graphics and chart designs for smooth flow and articulating of PhD processes.
REQUIRED KNOWLEDGE, SKILLS, and ABILITIES
The successful candidate should possess the knowledge, skills, and ability to successfully fulfill the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed with or without reasonable accommodation, using some other combination of skills and abilities.
- Ability to manage multiple tasks under pressure or deadline.
- Ability to maintain confidentiality.
- Strong interpersonal skills. Proficiency with written and verbal communications.
- Knowledge of bookkeeping process and financial management and it related software.
- Computer skills, proficient with MS Office applications (Word, Excel, PowerPoint, and Access).
- Grant writing support and accounting/budget experience are preferred.
- Strong organizational skills.
- Ability to implement standard office and able to operate office equipment.
- Previous successful experience in an office environment.
- Ability to effectively interact with the business industry and staff members.
- Understanding of the opportunities and responsibilities represented through the strategic overlap between institutional funding priorities and donor motivations and interests.
- Associate degree required.
- Minimum of 3-5 years of experience in an office managerial position is preferred.
- Experience in higher education is preferred.
- Resonance with the mission, vision, and core values of Christian Theological Seminary.
Review of applications will begin immediately and continue until the position is filled. Qualified candidates should submit a letter of interest, resume, and three professional references to firstname.lastname@example.org.
NOTE: This position description is not intended to be all-inclusive. Employee may perform other related duties as required and assigned to meet the ongoing needs of the organization.
CTS is an equal opportunity employer and does not discriminate with respect to recruitment, hiring, or any other status of employment based on race, color, religion, sex, sexual orientation, national origin, disability, or any other category protected by law.