Reports to: Director PhD Program of African American Preaching and Sacred Rhetoric
FLSA Status: Non-exempt
Education and Qualifications: degree and 3-5 years of experience in an office managerial position. Ability to manage multiple tasks under pressure of deadline; ability to maintain confidentiality; strong interpersonal skills; high level of computer proficiency. Experience in higher education preferred.
Job Summary: serve as Program Coordinator for the administration of the PhD program to support the work of the PhD program in the areas of logistics, documentation, hospitality and culture of generosity, and administrative needs to insure effective follow-through on all departmental activities as outlined below.
- Essential Duties and Responsibilities:
- Logistics (Order processing, coordination, inventory, collateral materials, and materials)
- Research, negotiations, planning, and execution for PhD programs and special events to include coordination of layout, set-up, room needs, core technology requests, scheduling, calendaring space parameters, involvement of congregations, distribution of materials for the program, and problem solving, etc.
- Communicates and negotiates with different vendors and places orders for program requirements. Once the materials are delivered, he/she checks the quality of materials, stores resources effectively, and allocates the materials for each entering class/cohort as the program begins is executed;
- Coordinates and schedules initiatives to address the effectiveness of the program and solicits feedback from the participants, affiliate faculty, liaisons and supporters
- Documentation of PhD Processes
- Helps with documentation of the program and activities related to it such as purchasing or communication materials, student labor and/or equipment, program schedule, work flow, etc.
- Reports the information so collected by participants, guests, attendees, students and supporters to the program staff for further evaluation.
- 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
- Hospitality and Culture of Generosity
- Promote culture of generosity to exceed expectations of donors, students, staff, stakeholders, etc.
- First responder and point of entry for guests, students, prospects and donors.
- Coordinate the needs, requests, administrative staff and agreement terms of special guests, speakers and invited partners.
- Provide friendly and generous reception of guests, visitors and/or strangers – inclusive of courtesies, food, entertainment, catering and special reception needs.
- Engage CTS internal and church, denominational, and community external systems to support regional and national students, guests and stakeholders for overall clarity and engagement.
- Administrative needs
- 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 scheduling on Director’s calendar, 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 logistics such as travel, housing, announcements and responding to all logistical student concerns and needs;
- Coordination of materials within the web-based college management software, Populi, and preparation/distribution of all materials for the PhD Committee and PhD students.
- Assist with writing, editing, and mailing of written correspondence, email communications, form responses and interest forms/inquiries on behalf of the PhD office.
- Construct, process, and assist the tracking and delivering of donor commitment letters to authorized CTS signers.
- Assist and support the writing, processing, documenting, and delivering of all PhD giving communications, including follow-up notes of thanks, pledge reminders, and annual updates.
- Enter and maintain updated donor records, call records, demographic data, and development observations in CTS donor database, including prospects, all communications, and record giving.
- 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 Program, Program Director, Philanthropic Strategist, Assistant 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;
- Assist with social media presence of the PhD program;
- Assist the Program Director with all any required institutional reports for the PhD program;
- Under the direction of the Program Director, work with CTS communication team and Dean’s office to advance the PhD program;
- Help strategize, implement, distribute, and promote the “CTS Legacy Series.”
- Provide administrative support for PhD Program prepare materials for meetings, taking minutes, compilation and distribution of materials;
- Perform related tasks as assigned.
Critical Physical Demands: The physical demands described here are representative of those that must be met by an employee to perform successfully the essential functions of this job. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is regularly required to sit. The employee is occasionally required to stand and reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Work Schedule and Travel: This is a part-time position implying 20—30 hours per week with hours set in conjunction with the supervisor. While performing the duties of this job, the employee has minimal overnight travel.
Please send cover letters and resumes to Dr. Leah Gunning Francis at firstname.lastname@example.org
Deadline is January 6, 2020