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Administrative Assistant to Recruitment, Admissions, and Student Services

Position Title:  Administrative Assistant to Recruitment, Admissions, and Student Services

Reports to:  Director of Recruitment, Admissions, and Student Services

Hours:  FT, non-exempt

Mission of Position:  The Assistant to Recruitment, Admissions, and Student Services serves as office coordinator for the Office of Admissions and Student Services and shall provide organizational and administrative support to the Director of Admissions and Student Services and partner with the Director to enhance the seminary’s communication with, hospitality for, and services to the student body.

Areas of Responsibility:

The Assistant will partner with the Director in attending to the following areas of responsibility:

  • Recruitment:  recordkeeping, data tracking, database management, report generation, campus visit coordination, prospective student communications
  • Admissions: file monitoring, paperwork processing, general communications, onboarding process, data entry
  • Student Services:  project management, event coordination, program implementation, paperwork processing, schedule coordination, and clerical support.

Duties:

The Assistant is responsible for a variety of duties and activities that support Recruitment, Admissions, and Student Services at Phillips Theological Seminary.  (The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.):

  • Management of student databases to maintain current and accurate information in Salesforce, Constant Contact, Blackbaud, and Outlook/SharePoint. 
  • Development/publication of department electronic communications such as the Recruitment, Admissions, and Student Services website pages, PowerPoint presentations, weekly student UPDATE newsletter, and other communications as needed for the distribution of recruitment deadlines, program reports, letters, or constituent and community correspondence (alums, prospective students, main influencers, etc.).
  • Creation of an office atmosphere which is inviting to visitors, students, faculty and staff. 
  • Planning and implementation of prospective student campus visits and serve as first contact when the Director is not available to meet with prospective students.
  • Maintenance of current files and documents related to all student services resources, policies, procedures, and programs.  (Travel Grants, Counseling Services, Writing/Tutoring Services, Textbook Vouchers, etc.)
  • Provide planning, catering arrangements, and hands-on service and hospitality for community meals
  • Oversee the physical spaces affiliated with Student Services (chapel plants, kitchen, kitchen storage vault, Student Commons, bulletin boards, etc.)
  • Assist with the planning, organization, and implementation of major student services events throughout the academic year:  fall orientation, scholarship letter project, spring orientation, awards day, senior banquet, graduation, and fortnight sessions.
  • Coordinate travel arrangements for the Director and provide assistance in scheduling locations and making reservations for recruiting events
  • Offer administrative support to the Director of Admissions and Student Services, including, but not limited to, scheduling meetings, assisting with drafting and editing reports and materials, monitoring progress on projects and tasks as assigned, maintaining Outlook calendar and contacts, answering phones, drafting, proofing, and sending correspondence (which includes letters, forms, technical materials, excel spreadsheets), organizing official files and records, and serving as secretary as needed for meetings related to the work of the department
  • Providing relief support for the seminary receptionist .

Requirements/Skills:

The successful candidate will possess the following:

  • Bachelor’s degree preferred or a minimum of 7 years successful administrative assistant/office management experience
  • Experience in coordinating the internal day-to-day operations of an executive, professional setting with minimal supervision, using sound judgment, initiative, and discretion
  • Proficient use of Microsoft Office/Office 365 including but not limited to Word, Excel and PowerPoint, as well as other general office equipment
  • Familiarity with and ability to navigate databases
  • Excellent interpersonal/written communication skills
  • Sensitivity to working in a multicultural and very diverse setting
  • Strong organizational skills with the ability to manage competing responsibilities, prioritize projects and details, and meet deadlines
  • Ability to work independently and as a member of a team with emphasis on collaboration and tact; professionalism, confidentiality and flexibility are critical to success in this role
  • Former experience in a Higher Education environment, especially in the areas of recruitment and student services

Application Instructions

Please email a cover letter expressing interest in the position, being as specific as you can, and detailing relevant professional experience, education, and training, along with a resume, including the names and contact information of at least three professional references to gwen.derrick@ptstulsa.edu.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 



Phillips Theological Seminary offers Christian graduate theological education
in service of intelligent, just, and compassionate religious and civic communities. We welcome
students to a safe space for truth-seeking conversations about the Bible, Jesus, and faithful living.
Courses available on campus and online for certificate, diploma, MDiv, MAMC, MASJ, & MTS
programs, and on campus for the DMin program.

Phillips Theological Seminary

901 N. Mingo Road
Tulsa, OK 74116

p 918-610-8303
f 918-610-8404

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