ADMINISTRATIVE ASSISTANT (S529)
POSTING DATE: January 29, 2013
LOCATION:

Wayland Baptist University - Plainview Campus

OFFICE:

Main Campus

SUPERVISED BY:

Executive Director/Campus Dean

RESPONSIBILITIES:

The Administrative Assistant (Business Office/Student Records/Office Manager) assists with: managing office work, processing registration records, faculty records applications and other student records, maintains and sets up files for new students, greets visitors, handles telephone calls, inputs data related to student applications, assists in developing and maintaining data reports, coordinates, plans, and executes graduations, communicates with main campus via the manifest process, and follows up on incomplete graduate school files. This position also provides personal assistance to students regarding Business Office, Financial Aid, and Registrar functions in a manner that promotes positive relationships between the students and Wayland Baptist University.    

SPECIFIC TASKS
AND DUTIES:

1.  Manages and coordinates assign responsibilities among other Administrative Assistants, to include but not limited to: coordinating work schedules, office coverage, and implementation of other duties and responsibilities assigned by the Executive Director to meet the needs of the Albuquerque Campus.

2.  Accept and process payments, balance inquiries or disputes, and process deposits.

3.  Accurately input student records data related to new applicants, etc.

4.  Assist Campus Dean by helping prepare payroll authorizations for adjunct faculty each term.

5.  Assist faculty by providing term contracts and periodic information related to attendance, entering grades, etc.

6.  Assist in coordinating and organizing campus graduations. 

7.  Assist in recruiting efforts by attending education fairs and handling inquiries of prospective students.

8.  Assist the Campus Dean and other staff to meet the needs of the Albuquerque Campus.

9.  Assist with student records and other assigned tasks in timely and accurate manner.

10.  Assist with updating this position’s job description as required.

11.  Bill the main campus in a timely manner for payments to vendors.

12.  Communicate financial responsibilities to students in a manner that promotes students understanding and acceptance of financial responsibility.

13.  Communicate people, inside and outside of the organization, representing the organization to customers, the public, governmental agencies, and other external sources. This information can be exchanged in person, in writing, by telephone, or through e-mail.

14.  Council students on delinquent payments, advising them on a proper course of action, ensure all communications and correspondence is documented.

15.  Enforce and follow all WBU policies, rules, and procedures as outlined in the catalog and employee handbook.

16.  File appropriate paperwork in either electronic form or file.

17.  Flexible and available to work extended hours as needed, especially during graduations in June and November and during Registration Week.

18.  Formulate and implement policies and procedures designed to help the campus business office run efficiently and effectively.

19.  Gather and forward all weekly timesheets from staff to main campus.

20.  Inform students of financial aid process, policies, and all required forms.

21.  Maintain business office files and make them readily available.

22.  Monitor past due accounts and process notification letters and collections in coordination with Campus Dean.

23.  Post charges and credits to student accounts.

24.  Process all monthly business office reports/logs and send to main campus.

25.  Process all monthly credit card statements and receipts and requisition payment from main campus.

26.  Provide back up for reception duties.

27.  Provide counsel to individuals concerning financial aid options and commitments.

28.  Provide outstanding customer service

29.  Resolve problems as they arise or discuss how problems can be resolved by working closely with the Campus Dean.

30.  Scan all admissions, financial aid, business office, and registrar documents into Image Now system. Link and forward as required.

31.  Send manifests to main campus when needed.

32.  Tactfully greet students, prospective students and refer to the appropriate staff/faculty in a courteous manner.

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.

QUALIFICATIONS: A commitment of Christian Higher education and in agreement with the purposes and philosophy of Christian higher education as promoted by the Baptist General Convention of Texas in general and Wayland Baptist University in particular.
Education, Certification and Licence:

Bachelor’s Degree is preferred.

Experience & Knowledge:

1. Two (2) years of office related experience in the General Responsibilities listed above.  

2. Business experience in accounting preferred.

3. Knowledge of administrative and clerical procedures and systems such as word processing,    managing files and records, designing forms, proper business letter formats, envelope addressing, and other office procedures and terminology.

4. Knowledge of how to apply Christian principles in the work place is also required.

Skills & Abilities:

1.  Excellent verbal and written communication skills.

2.  Superior interpersonal skills that lead to working cooperatively with staff, students, faculty and WBU Plainview.

3.  An in-depth understanding of, and commitment to, the “team” and “servant leadership” concepts are essential to advancing the Albuquerque Campus mission. 

4.  Excellent computer skills are required in MSWord, MSExcel, MSOutlook

5.  Excellent time manager in order to prioritize task.

6.  Service Orientation - Actively looks for ways to help our customers: students and faculty.

Additional Requirements:

Must have no delinquent or defaulted items on Credit Report.  A credit check will be conducted to insure the requirement is met.

THE UNIVERSITY: Wayland Baptist University is a four-year liberal arts university. The institution is affiliated with the Baptist General Convention of Texas. The Wayland Baptist University System is comprised of the Plainview campus, which is predominately a residential campus, twelve external campuses, and the Virtual Campus offering courses in a broad range of academic areas.
APPLICATION PROCEDURE:

Applications may be submitted online or you may download it from the top of this web page by clicking on Application for Employment.

Interested individuals MUST submit the following information:

1. Letter of Interest

2. Completed University Application of Employment with Faith Statement (Link to Application Below)

https://www2.wbu.edu/jobapp/empapp.aspx

3. Current Resume

4. List of Current References

Please send this information to:

Dr. Steve Smith, Executive Director/Campus Dean

Wayland Baptist University - Albuquerque
2201 San Pedro Drive NE, Bldg 3, Suite 100
Albuquerque, NM 87110
Phone: (505) 323-9282
Fax: (505) 294-9282
Email: smiths@wbu.edu

APPLICATION DEADLINE:

Position will remain open until filled.

Wayland Baptist University does not illegally discriminate in employment opportunities or practices on the basis of race, color, sex, national or ethnic origin, age, disability, or genetic information. Under federal law, the university may discriminate on the basis of religion in order to fulfill its mission and purposes.