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Administrative Assistant to the Don A. Williams School of Education

LOCATION: 51吃瓜网视频 Baptist University – Campus Name

SUPERVISED BY: Dean, Don A. Williams School of Education

POSITION CLASSIFICATION:  Non-Exempt

POSITIONS SUPERVISED:   None

GENERAL RESPONSIBILITIES:  The Administrative Assistant plays a vital role in ensuring the smooth day-to-day operation of the Don A. Williams School of Education. This position supports the Dean, Associate Dean, faculty, and students by managing office operations, records, communication, and events. A consistent and professional on-campus presence is required, along with proactive communication and initiative. The role includes handling sensitive information, supporting academic and financial processes, and serving as a welcoming and reliable point of contact for all School visitors. The Administrative Assistant will model positive leadership, teamwork, and integrity, setting an example for students and faculty consistent with the University's Christian mission.

The position requires regular office hours, Monday through Friday, from 8:15 a.m. to 5:00 p.m. However, occasional evening and weekend work may be required to support school events, with adjusted hours provided accordingly. Flexibility, professionalism, and a commitment to service are essential.

SPECIFIC TASKS AND DUTIES: 

  1. Oversee daily operations of the School of Education office with minimal supervision while maintaining a professional, welcoming environment.
  2. Serve as the first point of contact for students, faculty, staff, and visitors; manage phone lines in a friendly, professional manner and direct inquiries appropriately.
  3. Maintain a reliable, visible and friendly presence in the office and communicate proactively with the Dean, Associate Dean, and faculty.
  4. Provide support for budget-related tasks and maintain financial documentation for the School of Education and EXSS programs.
  5. Prepare and manage documents, reports, spreadsheets, databases, and official communication.
  6. Assist in the preparation and submission of local and state reports, including but not limited to Title I, Title II, and AESP reports, and actively participate in the School’s program review processes.
  7. Create and maintain faculty and student files, including digital records using ImageNow.
  8. Maintain and update student records in Perceptive Content, including all TEA-required documents such as field experience hours, autobiographies, and training certificates (e.g., Ethics, Dyslexia, and Special Education training certificates).
  9. Coordinate meeting scheduling for the Dean, Associate Dean, and School committees, including calendar invites and room reservations.
  10. Prepare and distribute meeting agendas in advance; take and promptly share meeting minutes following each meeting.
  11. Manage communications and marketing support by drafting, editing, and posting announcements, newsletters, and updates on behalf of the School of Education to promote events, deadlines, and student successes.
  12. Assist with the organization of scholarship applications, deadlines, and award notifications for School of Education students.
  13. Assist in preparation of course schedules and coordinate classroom scheduling for School activities.
  14. Support event planning and execution for orientations, faculty meetings, advisory boards, graduation events, and recruitment functions.
  15. Participate in School events that occur outside of normal working hours, with an adjusted work schedule as needed.
  16. Order and manage inventory of School office supplies and materials.
  17. Train, coordinate, and supervise student employees assigned to the School’s office.
  18. Uphold confidentiality and professional standards at all times, particularly with student and faculty records.
  19. Collaboratively support the Dean, Associate Dean, Clinical Teaching Coordinator, and Faculty by assisting with emerging tasks and responsibilities as needed.

The above statements are not a complete list of all responsibilities and duties performed by employees in this job.  Employee may perform other related duties as assigned by the Executive Director/Campus Dean.

MINIMUM QUALIFICATIONS:

Education:

  1. High School degree or equivalent required.
  2. Some college or Bachelor’s Degree is preferred

Experience and Knowledge:

  1. Prior administrative, teaching, or office-related experience required; experience in a school or higher education setting strongly preferred.
  2. Experience maintaining financial records or supporting budget tracking is preferred.
  3. Prior experience as a classroom teacher, school administrator, or education professional is highly valued and considered relevant to the scope of responsibilities.
  4. Experience working directly with students in a supportive capacity (even outside the classroom) is preferred.
  5. Familiarity with academic processes, student support, or teacher preparation programs is a plus.
  6. Experience supporting academic program reviews or accreditation visits is highly valued.
  7. Must demonstrate an understanding of and commitment to Christian principles in the workplace.

Skills and Abilities:

  1. Consistently maintains a professional, approachable appearance and demeanor.
  2. Demonstrates the ability to cultivate a welcoming, collaborative, and encouraging office environment where students and faculty feel supported, respected, and valued.
  3. Strong written and verbal communication skills with a positive and professional tone.
  4. Proficient in Microsoft Office; open to learning and utilizing university systems such as Colleague, Perceptive Content, PowerCampus, ImageNow, and Blackboard.
  5. Exceptional organizational and time management skills; able to prioritize tasks, manage multiple responsibilities, and adapt to changing needs.
  6. Exhibits initiative, reliability, visibility, and a consistently positive and uplifting attitude in day-to-day office operations.
  7. Committed to maintaining confidentiality and exercising sound discretion in handling sensitive student and faculty information, with strict adherence to FERPA regulations.
  8. Able to work effectively both independently and as part of a collaborative team.
  9. Willing to serve in a flexible role that may occasionally require evening or weekend availability.
  10. Dedicated to integrating Christian values into daily responsibilities, reflecting a heart for servant leadership and ministry through education.

Work Environment: The work environment for this position is a standard office setting. Employees will work primarily at a desk or workstation, utilizing standard office equipment such as computers, phones, and printers.  The office maintains a controlled temperature.  Noise levels are generally moderate, with typical office sounds such as conversations and office machinery. 

Hours of Work: Plainview campus - Although full-time, nonexempt Plainview employees are normally scheduled to work 37.75 hours per week, the official work week for full-time salaried employees is forty (40) hours. External campuses - Although full-time, nonexempt external campus employees are normally scheduled to work 37.75 hours per week, the official work week for full-time salaried employees is forty (40) hours. Normal work days on all campuses are Monday through Friday

Physical Demands:

  • Frequently stand and walk;
  • Frequently flex upper trunk forward while sitting or standing;
  • Frequently lift up to 10 pounds and occasionally lift up to 25 pounds;
  • Frequently carry up to 10 pounds and occasionally carry up to 25 pounds;
  • Occasionally pull or push objects;
  • Occasionally flex upper trunk forward at the waist and partially flex at the knees;
  • Frequently reach at or below shoulder height, and occasionally reach above shoulder height.

CONDITIONS OF EMPLOYMENT:

Employment is subject to an introductory period to monitor employee performance.   If hired, the prospective employee must present documentation within three (3) days of hire date to establish identity and employment eligibility as required by Immigration and Customs Enforcement (ICE).  Employee must be able and willing to travel and provide recruitment assistance to external campuses.  Must be able to operate a licensed motor vehicle, have access to a dependable motor vehicle, and possess a valid state driver’s license.  Must have and maintain a satisfactory driver’s record.

51吃瓜网视频 Baptist University does not unlawfully discriminate in employment opportunities or practices on the basis of race, color, sex, national origin, age, disability, or genetic information.

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