Administrative Assistant, Weaver Chapel & Hagen Center in Springfield

Category:

Support Staff Positions

Department:

Weaver Chapel & Hagen Center

Locations:

Springfield, OH

Posted:

Dec 16, 2024

Closes:

Open Until Filled

Type:

Full-time Non-Exempt

Ref. No.:

1-85020-50102

Position ID:

183917

About Wittenberg University:

In surveying the grounds of what is now Wittenberg University, the Rev. Ezra Keller, the college's first president and founder, remarked: "This is a lovely spot for a literary institution." Today, that lovely spot encompasses more than 100 acres of rolling hills and hollows in southwestern Ohio, with architecturally distinctive structures that embrace Wittenberg's past and provide a beautiful backdrop to the teaching excellence and Lutheran-affiliated learning environment that has defined Wittenberg University since its founding in 1845. Nationally recognized for accessible professors, engaging classroom experiences, service opportunities, and valued athletics traditions, Wittenberg is home to 1,500 students, 60 majors, minors and special programs, three graduate programs, and 25 varsity sports.

Wittenberg University is committed to providing a comprehensive and competitive employee benefits package that attracts and retains talent to further the university's mission and contributes to the personal and financial well-being of employees and their families. From healthcare to our tuition benefit to vacation and holidays, our goal is to help our employees enjoy happy and healthy lifestyles, while maintaining a good work-life balance. learn more about Wittenberg's employee benefits.

Job Description:

Wittenberg University is inviting applications for the position of Administrative Assistant to provide administrative support to the University Pastor and the Susan Hirt Hagen Center for Civic Engagement. This is a full-time, 12-month, non-exempt (hourly) position reporting to the David & Carol Matevia Endowed University Pastor and the Director of the Hagen Center.

Essential functions include but are not limited to:

Administrative Support

Serve as initial point of contact for students, internal and external partners.
Prepare programs for special services; maintain required copyright licenses for worship and music.
Order and maintain inventory of Chapel and Hagen Center supplies (paper, kitchen supplies, worship materials, program and event supplies, etc).
Track and manage programming calendars, managing spreadsheets and forms as needed.
Reconcile monthly purchases, assist with check requests, contracts, invoices, and partner agreements.
Maintain spreadsheet of budget and internship payroll expenditures, reporting this information in dept meetings.
Compile reports from records and databases to facilitate end-of-semester and annual reports and assist with assessment and evaluation reporting as needed.

Marketing & Communication

Meet with University Communications one time per semester to review website to ensure Chapel & Hagen Center programming and support resources are up-to-date and easily available to stakeholders.
Develop and disseminate promotional and informational correspondence (email, announcements, forms, invitations, etc.) associated with programs and events both internally and externally, including managing campus and community partner database.

Programs and Events

Using 25 Live, schedule events, order catering, and attend Collaboration of Effort Meetings (as needed)
Assist in planning and implementation of Hagen Center events (Community Partner Development Series, Community Service Orientation and Reflection sessions, Summer Civic Internship events, and other events as needed) and Chapel events (Lessons and Carols, Baccalaureate and Honors Convocation.)

Building Use

Review safety, accessibility & evacuation procedures with work study and outside leaders for campus related Chapel Events
Submit work orders and work with facilities to support maintenance and upkeep of Hagen Center and Chapel buildings.

Supervise Student Employees

Manage recruitment and hiring processes for Chapel student employees. Create work study job advertisements & post on Handshake/University used employment websites. Interview students with collaboration of Chapel Staff.
Maintain student worker handbook.
Oversee and approve timecard submission and approval process for Chapel and Hagen Center student employees.
Provide guidance and direction to Chapel student employees as they create correspondence, posters, and social media.
Collaborate with staff in the design of student made, public-facing communications (flyers, marketing materials, social media)
Ensure Chapel student training related to confidentiality, building use, safety & communicating with community partners

Manage Campus Cupboard

Supervise student workers to ensure completion of weekly inventory, restocking of 3 cupboards. Ensure coverage of Large Cupboard during twice weekly open hours (coverage to be completed by work studies)

Confidentiality & Student Assistance

Assist students in accessing campus resources (Pastor's Office, Counseling, Financial Aid, Compass). Maintain confidentiality with students and staff.

Perform other relevant duties as assigned such as special projects, programs, developmental activities, etc.

Requirements:

Requirements include:

A high school diploma or equivalent (GED) is required; a bachelor's degree is preferred.
1- 3 years of relevant experience required.
Working knowledge and experience using Microsoft Office software, specifically proficient in the use of Outlook, Word, Excel and PowerPoint. Ability and desire to learn additional software applications preferred (e.g. Colleague, 25Live, online platforms such as Zoom or Teams, livestreaming, Canva).
Strong written and oral communication skills.
Demonstration of the ability to work both independently with minimal supervision, as well as collaboratively.
Occasional evening hours, depending on program needs.
Must be able to remain calm in a crisis and exercise confidentiality.
Routinely ascends/descends 2-3 flights of stairs.
Occasionally moves or transports equipment weighing up to 20 pounds.
Routinely identifies building needs and detects noise throughout the building.
A valid driver's license is required; must meet required insurance qualifications found in Wittenberg Motor Pool policies and procedures. If license is from out of state, successful candidate will need to obtain a valid Ohio driver's license within 30 days of hire date.

Additional Information:

Wittenberg is committed to attracting and retaining highly qualified individuals who collectively reflect the diversity of our student body and society at-large. Please see our notice of nondiscrimination housed on our website.

Wittenberg University is committed to preventing and addressing sexual misconduct in our campus community.

The successful candidate will demonstrate support for diversity, equity and inclusiveness as well as participate in maintaining a respectful, positive work environment.

Employment at Wittenberg University is contingent upon satisfactory completion of applicable background checks including but not limited to: criminal records, educational verifications, driving records (when job-related), and/or credit history (when job related).

Application Instructions:

Review of applications will begin immediately, and the position will remain open until filled.

To apply, please set-up an account in our online recruiting system and upload the following documents in MS Word or Adobe Acrobat format.

Resume
Cover letter

Applicants who require accommodation during any stage of the hiring process should contact the Office of Human Resources at (937) 327-7517 or email hure-mail@wittenberg.edu.

Administrative Assistant, Weaver Chapel & Hagen Center

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