Administrative Assistant III, Theology & Philosophy

** Summary
* * The Administrative Assistant III will supervise and manage administrative responsibilities (registration, course creation, transcripts, calendaring), office management, data keeping, special events, graduate student summer residency, and work-study students in the Department of Theology and Philosophy.
** This is an In-person position.
**** Essential Functions
**** Registration, Course Creation, and Graduate Scholarship Requests
*** Create course schedules for Theology/Philosophy through Colleague in consultation with Chair
* Facilitate overrides in consultation with Chair and faculty
* Provide requested transcripts and reports from Colleague/Workday
* Facilitate administrative information for the extension site at SEPIProcess and coordinate scholarship funds with proper Barry University departments per student for each semester.
** Administrative Responsibilities:
*** Barry University Brand Ambassador for department marketing efforts:  + Create marketing event campaigns through Workfront  + Maintain and improve website content and links through Workfront  + Produce electronic and print advertising for department academic programs and events  + Maintain and create distribution email lists for marketing efforts.  + Assist with faculty, adjunct, and staff new hire procedures  + Coordinate and perform the following Workday tasks:
- P-card reconciliation/Expense reports for American Express card charges    - Activity pay for faculty, adjunct professors, and dual enrollment courses    - Departmental requisitions, purchase orders and check requests    - Create suppliers and supplier invoice requests    - Hire and train work-study students through HR    - Purchase office supplies through university vendors
* Department of Theology and Philosophy Liaison for AIS and the College of Arts and Sciences Dean’s Office.
* Create an Annual Department Calendar for distribution to faculty and staff.
* Oversee reservations for the conference room
* Responsible for maintenance requests through Service Desk online
* Oversee the printing of programs for special events in consultation with the Chair
* Consult with Program Directors, Chair, and advisors concerning incoming students
** Data and Record Keeping:
*** Complete Annual Report Form for Association of Theological Schools [December 1st of each year]
* Print reports from AIS for Association of Theological Schools Annual Report
* Assist Chair in completing University Department of Theology and Philosophy Annual Report
* Print reports in Informer for Annual and ATS Reports
* Coordinate Faculty Travel Requests for the Department and in conjunction with the College of Arts and Sciences.
* Maintain undergraduate and graduate student profile program data and update on the common N drive.
* Perform continual assessment of common N drive for filing and organization.
* Update faculty profiles in AIS.Upload syllabi and minutes to Curriculum and Policy Sharepoint site and Department common Department N drive.
** Oversight and Coordination of Special Events:
*** Request room reservations through Convention and Events Services EMS system
* Coordinate Food and Beverage Contracts through Catertrax
* Coordinate logistics and administrative event details, marketing efforts, and travel accommodations for the following:  + Yves Congar Award Events and Reception  + Theology and Philosophy Honor Societies Induction Ceremony and Dinner  + Commissioning and Recognition Ceremonies and Reception  + Graduate and Undergraduate Recruitment events on and off campus  + Association of Theological Schools Accreditation Site Visits
** Supervision of Administrative Personnel and Management of the Department**:
* Supervise, hire, and train Work-Study students
* Coordinate Department of Theology and Philosophy budgeting in dialogue with the Department Chair.
* Oversee office management, facilities, office assignment, and computer operations for the Department of Theology and Philosophy
** Oversight and Coordination of Two-Week Graduate Residencies****:
*** Create and distribute the Two-week Residency Student Information Document to graduate students.
* Distribute Graduate syllabi to students.
* Plan Department of…