Executive Assistant to Senior VP of Academic Administration

Academic Administration

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Do you have strong communication skills?
Are you detail-oriented?
Is strategic planning one of your strengths?
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The employee in this position will have the following essential job functions:

  • Maintain seminary calendar
  • Serve as office coordinator for Academic Administration
  • Maintain regular contact with secretaries of all school Deans, soliciting information required by the Senior VP for Academic Administration
  • Approve and process signature expenses as agreed, maintain records of cost centers for Senior VP of Academic Administration
  • Solicit, check and correlate processing of all materials in employment of instructional personnel, including recommendation for action by President, Teaching Contract, bio information, Abstract of Principles, Baptist Faith & Message and Faculty Response Form, and prepare contract letter for President’s signature
  • Solicit and prepare seminary faculty meeting agenda and keep minutes for meetings
  • Coordinate faculty workshop schedule
  • Maintain all necessary data related to faculty
  • Correspondence, dictation, typing and filing
  • Officer coordinator – assign offices to faculty and arrange moves, order keys, nameplates, etc.
  • Coordinate promotion and review process and full professor’s meeting
  • Responsible for timesheets for secretaries in Academic Administration area
  • Prepare invitations to guest lectures/speakers for signature of President or Senior VP for Academic Administration and guest speakers committee, prepare bulletins, itinerary, hosting
  • Maintain faculty address schedule, assisting with invitations from President
  • Assist as requested with seminary catalog and edit faculty manual
  • Compile sabbatical reports from all school Deans for trustee meeting
  • Compile reports on actions on personnel for trustee meeting
  • Correlate applications for faculty fully-funded professional meetings, processing expense reimbursement forms and reports
  • Maintain transcripts and biographical files on faculty
  • Accreditation process – serve on committee, serve as resource
  • Work with Deans’ secretaries to prepare for visiting professors; prepare memo from President to faculty regarding visiting professors
  • Maintain list of titles for faculty
  • Work with committees as needed:  guest speakers, faculty events
  • Assist Senior VP in writing annual report to trustees
  • Work with Publications on printing forms, contracts, room reservations forms.  Provide forms to academic secretaries for processing faculty actions
  • Work with Academic Records on planning seminary calendar
  • Write introductions of faculty for President to read at Convocation, Graduation (Edge Award), and Spring Trustee Banquet.
  • Assist Senior VP with Edge Award selection and awarding process
  • Assist Senior VP with events approval process
  • Education minimum qualification: Pursuing MDiv, PhD preferred
  • Student enrollment limited to 1 course per term


Performs other duties as may be assigned by supervisor.


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