Concordia University Irvine Hiring for Administrative Assistant to the Dean of Christ College at Irvine, CA Full Time

ROLE: The Dean of Christ College is responsible for the overall supervision of the affairs of Christ College (Concordia’s school of theology, philosophy, classical languages, and church vocations), including academic planning, curriculum development, academic standards, faculty, budgets, ministry vocations programs, LCMS church work student recruitment, and collaboration with University Advancement.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING: ROLE:

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:

• Maintain and coordinate dean’s calendar of meetings, appointments, and events, as well as events for the school.
• Interface and coordinate with key campus and external constituencies as assigned (e.g., offices of the President and Provost, other schools, University Discipleship, Human Resources, University).
• Advancement/Church Relations, congregations, church workers, The Lutheran Church—Missouri Synod, etc.)
• File correspondence and other records. Organize files to facilitate ease of use while maintaining information security.
• Assist the dean with faculty searches and hiring.
• Responsible each term for the assignment of courses and load weight in Banner for faculty, staff, and adjuncts.
• Manage the process for faculty load and compensation (FLAC) while maintaining a high degree of confidentiality.
• Assist the dean with preparing and maintaining course schedules.
• Assist the dean with maintaining list of current adjuncts and prospective qualified adjuncts along with contact information.
• Work with the dean and HR on the adjunct hiring process.
• Prepare and process employment contracts for adjunct faculty, including setting up timesheets.
• Run reports as needed relating to adjunct timesheets, FLAC, or other request from the dean.
• Act as point of contact regarding adjunct and PT temporary staff timesheet and contract questions.
• Assist with school meetings including preparing and distributing agendas, taking and distributing and maintaining minutes, and planning and buying meeting refreshments.
• Assist in planning and making arrangements for Christ College events including developing signage, coordinating logistics with other departments, and ordering catering.
• Schedule use of conference rooms and the Christ College library and assist with library records.
• Maintain Christ College speakers bureau information and distribute as appropriate.
• Monitor and track budget expenses for all entities in Christ College, preparing accurate, up-to-date summaries for the dean.
• Prepare purchase orders, check/payment requisitions, and invoices as directed by the dean.
• Process and log incoming checks and donations.
• Other duties as assigned.

Maintain and coordinate dean’s calendar of meetings, appointments, and events, as well as events for the school.

Interface and coordinate with key campus and external constituencies as assigned (e.g., offices of the President and Provost, other schools, University Discipleship, Human Resources, University).

Advancement/Church Relations, congregations, church workers, The Lutheran Church—Missouri Synod, etc.)

File correspondence and other records. Organize files to facilitate ease of use while maintaining information security.

Assist the dean with faculty searches and hiring.

Responsible each term for the assignment of courses and load weight in Banner for faculty, staff, and adjuncts.

Manage the process for faculty load and compensation (FLAC) while maintaining a high degree of confidentiality.

Assist the dean with preparing and maintaining course schedules.

Assist the dean with maintaining list of current adjuncts and prospective qualified adjuncts along with contact information.

Work with the dean and HR on the adjunct hiring process.

Prepare and process employment contracts for adjunct faculty, including setting up timesheets.

Run reports as needed relating to adjunct timesheets, FLAC, or other request from the dean.

Act as point of contact regarding adjunct and PT temporary staff timesheet and contract questions.

Assist with school meetings including preparing and distributing agendas, taking and distributing and maintaining minutes, and planning and buying meeting refreshments.

Assist in planning and making arrangements for Christ College events including developing signage, coordinating logistics with other departments, and ordering catering.

Schedule use of conference rooms and the Christ College library and assist with library records.

Maintain Christ College speakers bureau information and distribute as appropriate.

Monitor and track budget expenses for all entities in Christ College, preparing accurate, up-to-date summaries for the dean.

Prepare purchase orders, check/payment requisitions, and invoices as directed by the dean.

Process and log incoming checks and donations.

Other duties as assigned.

QUALIFICATION REQUIREMENTS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. QUALIFICATION REQUIREMENTS:

• Ability to work under stressful conditions
• Proficient in the use of office equipment such as computer, printer, copy machine, scanner, etc.
• Proficient in Microsoft Word, Excel, File Explorer; Adobe Acrobat; Google Workspace including Gmail and Calendar. Able to use or become able to use Google Drive, Docs, and Sheets; PowerPoint; Banner; Argos; Chrome River; DocuSign; and other programs.
• Patience and sensitivity to deal with students
• Maintain utmost confidentiality of faculty records and information in the Dean’s office
• Awareness that behavior and dress should be appropriate for the environment of a Christian university

Ability to work under stressful conditions

Proficient in the use of office equipment such as computer, printer, copy machine, scanner, etc.

Proficient in Microsoft Word, Excel, File Explorer; Adobe Acrobat; Google Workspace including Gmail and Calendar. Able to use or become able to use Google Drive, Docs, and Sheets; PowerPoint; Banner; Argos; Chrome River; DocuSign; and other programs.

Patience and sensitivity to deal with students

Maintain utmost confidentiality of faculty records and information in the Dean’s office

Awareness that behavior and dress should be appropriate for the environment of a Christian university

EDUCATION and/or EXPERIENCE:
EDUCATION and/or EXPERIENCE:

• Bachelor’s degree from a four-year college or university; or three to four years related experience and/or training; or equivalent combination of education and experience.
• Knowledge of The Lutheran Church—Missouri Synod and/or experience working in an entity of the Synod is desirable.

Bachelor’s degree from a four-year college or university; or three to four years related experience and/or training; or equivalent combination of education and experience.

Knowledge of The Lutheran Church—Missouri Synod and/or experience working in an entity of the Synod is desirable.