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Title

Administrative Assistant to the Associate Dean 

Open Date 3/29/2022  
Classification Support Staff  
Department Associate Dean's Office  
Exempt/Non-Exempt Non-Exempt  
System Job Title Administrative Assistant  
Description

LOCATION: Lancaster, PA

SUPERVISION RECEIVED: Associate Dean of the Lancaster Seminary

SUPERVISION EXERCISED: Students and other volunteers on ad hoc basis

POSITION SUMMARY: This is a support staff position in the office of the Associate Dean. This position reports to the Associate Dean and provides administrative support for all aspects of the Associate Dean's office. Duties include providing welcome and hospitality to Lancaster Seminary's guests and others attending academic meetings and events as a representative of the Seminary; answering verbal and written inquiries; processing correspondence; accessing student/faculty/staff databases to retrieve information and print reports pertinent to academic work; maintaining Associate Dean's Office files and calendar; scheduling appointments; assisting with the planning and execution of various events; assisting and collaborating with the Dean's office in execution of the office events as needed.

Welcome, support, and coordinate on-campus meetings associated with LTS and/or Moravian University and Seminary community and stakeholder engagement, leadership; support faculty meetings and other academic meetings and events related to the Associate Dean's Office. Support and/or coordinate logistics for Faculty Search Committees, their minutes, their meetings, and any subsequent scheduling of candidate interviews and trips to Lancaster. Organize and support the logistics of the organization's human resources function for all hiring of academic/faculty positions. In collaboration with the other administrative assistant, support scheduling of interviews with respective departments and leadership.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

  • Serve as a representative of the Associate Dean's Office on institutional committees as assigned. Provide support to various seminary events, including annual Christmas Dinner, graduating students retreat, and others.
  • Coordinate special projects as assigned by the Associate Dean. Work collaboratively with other departments and personnel in a constructive, professional manner.
  • Maintain all official records for the Associate Dean's Office and coordinate appropriate archiving.
  • Always maintain strict confidentiality. Assure confidentiality and security of all records and digital files.
  • Provide administrative and clerical support for the Associate Dean's Office and academic affairs.
  • Prepare vouchers for expenses submitted to the Associate Dean's Office.
  • Maintain Associate Dean's schedule and secure travel arrangements when necessary.
  • Support logistics, hospitality, and take notes during faculty meetings.
  • Send materials for archival and accreditation purposes to the relevant departments.
  • Provide documents for accreditation, as well as preparing reports as needed.
  • Prepare routine and special communications to faculty, students, and academic stakeholders.
  • Record minutes of various seminary committees, as assigned.
  • Provide support for faculty searches.
  • Prepare necessary materials and coordinate arrangements for masters' student orientations.
  • Maintain the online masters' student orientation on the online learning management system.
  • Coordinate the onboarding of adjunct faculty, to include contacting and following up with adjuncts to collect onboarding materials, maintaining the spreadsheet, and sending LOAs.
  • Prepare documents for monthly faculty meetings.
  • Plan and arrange logistics and details of various seminary events, including the annual Christmas celebration/dinner, students of color gatherings, graduating students of color blessing and sending forth celebration, etc.
  • Prepare necessary materials and coordinate arrangements for annual Senior Retreat.
  • Support of the Professor of Worship, to include Baccalaureate, worship bulletins, etc.
  • Regularly collaborate with offices at Lancaster Seminary and Moravian University campuses (Registrar, Faculty hiring, archives, accreditation, etc.).
  • Arrange and/or provide accurate and clear filing, as well as proper archiving and storing, of all official, permanent, academic, and institutional records. Send these to the appropriate archives and/or discard confidential materials.
  • Assist Registrar as needed.
  • Print transcript requests.
  • Serve as operator in Seminary telephone operator pool.
  • Serve on Student Services team.
  • Facilitate collaboration and support interdepartmentally among assistants at LTS and MU.
  • Take initiative to support and problem-solve projects and events.
  • Clerical support to MS400, to include travel, transportation, seminary cross-cultural sendoff, etc.
  • DMin support for intensive week (ordering food, etc.)
  • DMin Symposium (see above description)
  • Other duties as assigned

QUALIFICATIONS: Two years of executive assistant experience; proficiency in Microsoft Office skills, email, Zoom, and other office technology; demonstrated organizational skills; ability to manage multiple projects and priorities and give careful attention to detail in a fast paced, dynamic work environment; strong interpersonal and verbal communication skills; ability to adapt quickly to new projects and changes or updates in projects and events; general familiarity with higher education; proven ability to handle confidential material accurately and with sensitivity; work flexibly in a team environment; ability to work in a multicultural and diverse environment.

PREFERRED QUALIFICATIONS: At least two years college education; previous experience as administrative assistant for senior leadership; experience using online learning management systems; knowledge of databases; experience in post-secondary or theological education setting desirable.

TO APPLY: Qualified candidates should attach their cover letter and resume to the online application by clicking "Apply Now". Please attach documents as a PDF file.

Link to our DEI Action Plan: https://www.moravian.edu/dei-action-plan

Deep respect for others is fundamental to the Moravian University community. Moravian University does not discriminate against any employee, applicant for employment, student, or applicant for admission on the basis of actual or perceived race, ethnicity, color, sex, religion, age, ancestry, national origin, caste, sexual orientation, gender identity or expression, genetic information, pregnancy, familial status, marital status, citizenship status, veteran/military status, disability status, or any other protected category under applicable local, state, or federal laws.

Concerns regarding all forms of discrimination, including sexual harassment and/or sex discrimination in employment:

Leah M. Naso

Executive Director for Equity & Compliance (Title IX Coordinator)

210 Colonial Hall

Moravian University

1200 Main St.

Bethlehem, Pennsylvania 18018

(610) 861-1529

equityandcompliance@moravian.edu

Concerns regarding gender and equity in athletics:

Rebecca May

Assistant Athletic Director (Deputy Title IX Coordinator)

109 Johnston Hall

Moravian University

1200 Main St.

Bethlehem, Pennsylvania 18018

(610) 625-7791

mayr@moravian.edu

Concerns regarding the application of Title IX:

U.S. Department of Education

Office of Civil Rights

100 Penn Square East, Suite 515

Philadelphia, PA 19107-3323

(215) 656-8541

ocr.philadelphia@ed.gov

Report sexual harassment/sex discrimination online anytime (can be anonymous) at www.moravian.edu/titleix. Grievance procedures can be found in the institutional Equal Opportunity, Harassment, and Non-Discrimination Policy at www.moravian.edu/policy.

Please visit moravian.edu/benefits to review benefits offered at Moravian University.*

WORK ENVIRONMENT: The work environment characteristics described here are representative of those encountered while performing the essential functions of this job.

The individual is routinely exposed to indoor conditions and outdoor weather and temperature extremes, and moderate noise level.

Pursuant to the ADA, Moravian University will provide reasonable services and accommodation(s) to employees with qualified disabilities in order to perform the essential functions of their employment, except when doing so would be unduly disruptive and/or result in undue hardship to the University. Accommodations are determined on a case-by-case basis through documentation review and an interactive interview process that includes the employee's supervisor. Requests for accommodation or questions about this process should be directed to Human Resources at hr@moravian.edu or 610.861.1527. View the standard physical demands for positions at Moravian University. If this position requires additional or different demands, a Human Resources team member will notify you.

The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform the job.

*Please visit this link to review the benefit eligibility status associated with this position.

 
About the Organization Moravian University offers students a private education they will not find anywhere else: personal attention and preparation for life with a record of success longer than our nation's history. Located in Bethlehem, Pennsylvania and offering undergraduate and graduate degrees that blend liberal arts with professional programs, Moravian University has been preparing students for reflective lives, fulfilling careers, and transformative leadership in a world of change since 1742. Moravian University is a member of The New American Colleges and Universities (NAC&U), a national consortium of selective, small to mid-size independent colleges and universities dedicated to the purposeful integration of liberal education, professional studies, and civic engagement. Visit moravian.edu to learn more about how the Moravian University focus on education for all prepares its students for life-long success.  
EOE Statement Moravian University is an equal opportunity employer valuing diversity and encouraging individuals from under-represented populations to apply. EOE  

This position is currently accepting applications.

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