Overview
Administrative Assistant – Max De Pree Center Jobs in Pasadena, CA at FULLER THEOLOGICAL
Full Job Description
DEPT:Max De Pree Center for Leadership
HOURS:40 hours per week
STATUS:Non-Exempt Hourly
FT/PT/TEMP:Full-Time
REPORTS TO:De Pree Center’s Director of Operations
Brief Description:
Reporting directly to the Director of Operations, and working closely with the Executive Director, the Administrative Assistant provides complex, high-level administrative support for the De Pree Center as a whole and also to the Executive Director. The De Pree Center is a creative, productive, and fast paced-team. We’re looking for someone who can navigate ambiguity without sacrificing workload quality and quantity, has a high attention to detail, and can provide kind and hospitable customer service. The De Pree Center’s mission is to equip leaders to respond faithfully to God’s callings in all seasons of their life and leadership.
This position is available for remote work within the United States. Subject to payroll state approval by Fuller Theological Seminary.
Essential Functions
Provide direct assistance on all administrative tasks for the Max De Pree Center (70%)
Budget and Finances (25%)
Oversee and process all payments and reimbursements for staff and hired consultants. This includes interfacing with the necessary departments at Fuller such as Human Resources and the Office of Finance and Accounting (OFA).
Oversee and process purchasing requisitions, monthly business credit card statements, and reimbursement and expense reports in a timely manner.
Assist with the budget and financial reconciliation. This includes submitting transactions to OFA, tracking all expenses and income by uploading financial transactions into De Pree’s financial ledger, and maintaining documentation of records.
Staff and Board (15%)
Coordinate and plan logistics for De Pree team and Advisory Board meetings: anticipate and prepare all the needs for meetings (agendas, reports, copies of all materials, room reservations, food, emails and reminders to meeting attendees, etc.), and assist with travel arrangements of out-of-town guests as needed (flight, lodging, taxis, meals, etc.). This may require traveling to Pasadena, CA a couple times per year to host in-person Advisory Board meetings.
Take detailed and comprehensive notes during all De Pree staff, board, and ad-hoc meetings and ensure all follow up and to-do items are assigned to appropriate parties within a timely manner.
Coordinate and plan logistics for staff appreciation events such as staff retreats, birthdays, and work anniversaries.
Communicate personnel related announcements to the De Pree team, such as filling out timecards, upcoming holidays and office closures, and attending Fuller-wide staff meetings.
Provide administrative support on research projects, as needed. This may require PHRP (Protecting Human Research Participants) training, which would be provided by and paid for by De Pree.
Provide support on administrative related duties to other De Pree staff, as needed, including support to De Pree events.
Customer Service and Hospitality (15%)
Serve as the primary point of contact for the De Pree Center with excellent support, hospitality, and customer service. This includes answering and screening all incoming appointments, employee requests, emails, and telephone calls, and noting and conveying details thoroughly and concisely.
Data Entry and Orga…
Title: Administrative Assistant – Max De Pree Center
Company: FULLER THEOLOGICAL
Location: Pasadena, CA
Category:
