Overview
Operations Administrative Assistant Jobs in Carlisle, PA at Carlisle Construction Materials (CCM)
JOB TITLE: Office Coordinator
DEPARTMENT: Prison Programs
DIVSION: Judson College at Southeastern
PRIMARY SUPERVISOR: Director of Prison Programs
SECONDARY SUPERVISOR: Associate Director of Prison Programs
I. PURPOSE OF THE JOB
This job exists to: (a) organize, coordinate and execute all Prison Programs office central operations, administrative responsibilities and communications, and (b) assist the Director of Prison Programs.
II. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
Central administrative support.
Manage and track office calendar of events, including scheduling meetings and events for central office, extension sites schedules and events, deployment and recruiting, financial aid, conferences, travel, etc.
Manage, organize, and execute all office correspondence and communications, including phone calls, emails, US mail, student communications, Moodle, etc.
Organize and maintain all central office files, drives, databases, records, and metrics, including all institutional- and student-related documents, partnership records, goals, trends and initiatives, among others.
Organize and execute all central office printing needs (may also include student, course, and professor resources where appropriate).
Purchase office supplies as needed and keep inventory.
Manage central office work orders (IT, Media Services, and Facilities).
Assist the Assoc Director of Prison Programs with the execution and logistics for program wide events.
Coordinate travel logistics for relevant Prison Programs staff, including fights, rental cars, hotels, conference details, agendas, intermarries, etc.
Build, edit and maintain office creative documents, reports, publications and updates.
Ensure Prison Programs webpages info is accurate, relevant and up to date.
Office finances and funding support. (refer to section VI. FISCAL RESPONSIBILITY)
Faculty and extension centers central support.
Coordinate any new faculty onboarding.
Coordinate faculty, staff and volunteer bi-annual PREA and faculty training.
Coordinate semester setup with faculty, including Moodle, graders, syllabi, etc.
In collaboration with the Library and Extension Site Coordinators, secure all textbooks (in advance) for classes and maintain records of all books and resources.
In direct collaboration with Site Coordinators, purchase and keep records of student school supplies and classroom inventory as needed.
Maintain and report cohort schedules, course registrations, and final grades to the Registrar.
Communicate semester schedules with all extension centers.
Assist in monitoring Student Life forum correspondence
In collaboration with the Financial Aid Office and Site Coordinators, organize and submit annual documents for Pell Grant and NC Needs Based scholarships.
Assist the Director of Prison Programs.
Provide ongoing administrative support to the Director of Prison Programs.
III. OTHER DUTIES & REPONSIBILITIES
Assist the Assoc Director of Prison Programs for events and other items related to Deployment and Recruiting as needed and able.
Assist with and organize documentation for Accreditation initiatives and reaffirmations.
IV. SUPERVISORY RESPONSIBILITIES
No direct supervision but may serve in a temporary supervisory way on direction and authority of the Director or Assoc Director.
V. KNOWLEDGE AND SKILLS
Proficiency in Microsoft Office applications (Word, Excel, Publisher, etc.)
Adept in learning and managing online educational platforms (Moodle, etc.)
Ability to clearly and effectively communicate with team, faculty, staff, and constituents.
Organizational, management, and logistical skills
VI. FISCAL RESPONSIBILITY
Track office expenditures and reconcile monthly statements in alignment with the approved budget.
In collaboration with the Director of Prison Programs, track and reconcile all grant expenditures, keeping in alignment with designated funds.
In collaboration with the Director of Prison Programs, prepare annual budget proposals for review.
VII. EXTENT OF PUBLIC CONTACT
Extensive contact with SEBTS faculty and staff
Regular external contact with the North Carolina Department of Adult Correction and major partners.
VIII. PHYSICAL DEMANDS
General health as required for the demands of job.
IX. WORKING CONDITIONS AND ENVIRONMENT
Must be comfortable interacting with incarcerated populations and staff.
X. STAFF EXPECTATIONS AND CULTURE
Embody and proactively seek to work by SEBTS staff Core Values: light-hearted, others-focused, and mission-oriented.
Maintain a joyful and willing team-player spirit that proactively asks: What needs to be done? and How can I help?
All Prison Programs staff are expected to be present for and assist with the logistics and execution for all office-wide major events and initiatives.
All Prison Programs personnel must agree with SEBTS confessional statements (The Abstract of Principles and Baptist Faith & Message 2000), as well as the two other institutional-affirmed statements (Chicago Statement on Biblical Inerrancy and the Danvers Statement on Biblical Manhood and Womanhood). These statements can be found here: https://www.sebts.edu/about/what-we-believe/
Proficiency in Microsoft Office applications (Word, Excel, Publisher, etc.)
Adept in learning and managing online educational platforms (Moodle, etc.)
Ability to clearly and effectively communicate with team, faculty, staff, and constituents.
Organizational, management, and logistical skills
Title: Operations Administrative Assistant
Company: Carlisle Construction Materials (CCM)
Location: Carlisle, PA
