Administrative Assistant, Beeson Divinity School

Description

• The Administrative Assistant provides comprehensive administrative, operational, and financial support to the Director of Operations and serves as a key member of the Beeson Divinity School administrative team. This position assists in the daily management of business operations, facilities coordination, financial processes, and special projects that support the mission of Beeson Divinity School.

• The Administrative Assistant upholds and embodies the values and commitments of Beeson Divinity School and Samford University by providing courteous, professional, and highly organized support to the Director of Operations, staff, faculty, students, donors, alumni, vendors, and visitors. The position requires the ability to maintain confidentiality, exercise sound judgment, manage multiple priorities simultaneously, and work collaboratively with various university departments and external constituents.

• Job Duties

• Administrative and Executive Support

• Provide direct administrative support to the Director of Operations in all areas related to the operations of Beeson Divinity School.

• Prepare correspondence, reports, presentations, spreadsheets, meeting materials, and other administrative documents.

• Serve as an initial point of contact for the Office of the Director of Operations.

• Maintain accurate operational, financial, facilities, vendor, and personnel files.

• Attend meetings as requested, record minutes, and distribute follow-up information.

• Ensure confidentiality of sensitive student, employee, donor, financial, and operational information.

• Process incoming and outgoing mail in an accurate and timely manner.

• Maintain scheduling calendars for Divinity Hall conference rooms and other designated spaces.

• Coordinate travel arrangements, accommodations, and expense documentation as requested.

• Financial and Business Operations Support

• Assist the Director of Operations with budget preparation, monitoring, reconciliation, and reporting for Divinity School programs, departments, and operational funds.

• Create requisitions and process purchase requests utilizing university financial systems.

• Process invoices, deposits, vendor payments, and reimbursement requests in accordance with university policies and procedures.

• Assist faculty and staff with expense reimbursements, purchasing card transactions, and related documentation.

• Maintain organized financial records and supporting documentation.

• Assist with financial reporting and data collection using Banner, Argos, Excel, and other university systems.

• Coordinate vendor communications and purchasing activities in partnership with University Purchasing and Accounting.

• Reconcile purchasing card transactions and maintain required supporting documentation.

• Facilities and Operational Coordination

• Assist with the daily operational needs of Divinity Hall.

• Coordinate maintenance requests and communicate facility needs with University Facilities and Operations.

• Support building renovation, repair, and improvement projects as assigned.

• Serve as a contact person for maintaining photocopiers and office equipment throughout Divinity Hall.

• Assist with emergency preparedness initiatives, building safety procedures, and operational communications.

• Order and maintain adequate inventory of office supplies and operational materials within budgetary guidelines.

• Maintain operational procedures, forms, manuals, and related documentation.

• Chapel Operations and Event Support

• Assist with the administrative coordination of chapel operations, special services, tours, and related events.

• Support the recruitment, scheduling, training, and supervision of student Chapel Attendants and other student employees as assigned.

• Assist with the scheduling and coordination of chapel tours and requests for external use of chapel facilities.

• Maintain chapel records, calendars, guidebooks, and operational resources.

• Assist with monthly event calendars and chapel communications.

• Coordinate hospitality arrangements, room reservations, signage, and event logistics.

• Support licensed music reporting and related documentation requirements.

• Programs, Events, and Community Engagement

• Assist in planning, coordinating, and implementing conferences, retreats, seminars, board meetings, donor events, faculty gatherings, commencement-related activities, and other Divinity School events.

• Provide administrative support for the Lay Academy of Theology and other educational or outreach initiatives.

• Assist with event registration, participant communications, payment processing, and record maintenance.

• Coordinate logistical support with Admissions, Advancement, Marketing, Media Services, Events, and other university departments.

• Maintain accurate databases, mailing lists, and participant records.

• Assist with promotional materials, communications, and program documentation.

• Student Employee Supervision

• Interview, hire, train, schedule, and supervise student employees as assigned.

• Monitor student employee performance and ensure responsibilities are completed professionally and efficiently.

• Approve student time reports and maintain employment documentation.

• Other Responsibilities

• Collaborate effectively with faculty, staff, students, university administrators, and external stakeholders.

• Participate in meetings, committees, training opportunities, and special projects as assigned.

• Provide support to other administrative offices within Beeson Divinity School as needed.

• Perform other duties as assigned by the Director of Operations, the Dean, or other designated leadership.

Qualifications

• Either, a high school diploma or equivalent and three (3) years of experience or a Bachelor’s degree and one (1) year of experience.
• Minimum of one (1) year of administrative, secretarial, office management, or related professional experience.
• Equivalent work experience demonstrating the required knowledge and skills may be substituted for formal administrative experience.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, Teams, and Zoom.
• Ability to learn and effectively utilize university systems such as Banner, Argos, TEAMUP, TouchNet, Visa Spend Clarity, and related software applications.
• Excellent organizational skills with demonstrated ability to manage multiple projects and deadlines simultaneously.
• Strong attention to detail and accuracy in administrative and financial recordkeeping.
• Excellent customer service and interpersonal skills.
• Strong verbal and written communication abilities, including business correspondence and report preparation.
• Ability to maintain confidentiality and exercise sound judgment in handling sensitive information.
• Strong analytical, problem-solving, and decision-making skills.
• Ability to work independently and collabor