The Salvation Army

Office Administrator

Job Locations US-NY-Suffern
Job ID
2020-6927
Category
Administrative
Type
Regular Full-Time

Overview

 

To provide high-level administrative organization to the Director of Curriculum and Instruction team by managing the efficiency of the education program in support of the CFOT’s mission and teaching philosophy.

 

Responsibilities

  • Provide high-level administrative support to the Director of Curriculum (DOC).
  • Handle office correspondences on behalf of the DOC.
  • Record management for incoming officers.
  • Maintain, organize and develop processes
  • Coordinate logistics for academic related seminars and produce seminar materials.
  • Assist with the preparation and planning of Commencement/Commissioning (awards, gifts, programs, etc.)
  • Coordinate Recognition Luncheon (invitations, programs, favor, certificates, etc.)
  • Official correspondence including but not limited to:
  • Letters to DC/THQ to obtain permission for adjunct faculty/guest lecturers.
  • Correspondence regarding faculty appointments such as Teaching Assignments, Academic Division Chairs, Library Council, Curriculum Council, Faculty Advisory Council and Academic Review Board.
  • Correspondence and organize entries for the Helen Steiner Rice Contest
  • Annual revision and update of the CFOT College Catalog and Faculty Handbook.
  • Prepare meeting invitations, agendas and minutes for department meetings:
    • Curriculum Department
    • Curriculum Council
    • Faculty Meeting
    • Academic Review Board
  • Record and disperse minutes of department meetings as requested by DOC.
  • Daily distribution of department mail.
  • Maintain inventory of office supplies and equipment.
  • Performs miscellaneous job-related duties as assigned by the DOC.

 Academic Coordination and Support

In collaboration with the Education Officer (EO):

  • Coordinate the Education Calendar as requested by the Education Officer.
  • Score Candidates Bible & Doctrine Testing and forward results to EO.
  • Score Pre and Post Bible and Doctrine Tests for DOC.
  • Process Transcript Requests.
  • Preparation of Transcripts for Cadets.
  • Scheduling of Academic Testing and Proctoring exams as requested; including coordinating make-up exams. 
  • Process printing requests for instructors (for classes in session).
  • Establish, develop and maintain an effective filing and recording retention.
  • Arrange travel, lodging, hospitality gift bags and honorarium details for special seminars including but not limited to, AOAC, Missiology, Chandler and Holiness Seminars.
  • Prepare AOAC meetings correspondence, in coordination with the ATPA’s office (invitations, agenda, brochure, minutes, etc.).
  • Maintain Education Bulletin Board.
  • Ordering, processing payment and distribution of books and materials for each course.
  • Coordinate room assignments each quarter.
  • Diploma preparation: International Certificate of Training.
  • Coordinate the Student Information System (Orbund) data entry with Education Technology Specialist.
  • Perform all other duties as assigned by the DOC or EO.

Qualifications

Associate's degree (A. A.) or equivalent from two-year college or technical school and two years of related experience; or equivalent combination of education and experience.

  • Must have proficiency in administrative office procedures; including use of standard office equipment.
  • Must be proficient in Microsoft Office Suite, Adobe Illustrator, Powtoon etc.
  • Strong Organizational skills.
  • Strong written and verbal communication skills.
  • Must have high-level interpersonal skills and strong ability to manage sensitive and confidential matters.
  • Must be detail oriented in composing and proofing materials.
  • Mathematical/computation proficiency.

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