Administrative Assistant to the Chair of the Health and Sport Sciences Division

I. General Function

The Health and Sport Sciences (HSS) Division at Missouri Baptist University seeks to hire a part-time Administrative Assistant. The position will be for twenty hours per week, five days per week. Under the direct supervision of the Division Chair, the Administrative Assistant is responsible for the duties necessary for the efficient operation of the Health and Sport Sciences Division. This position requires a self-motivated individual with the ability to maintain confidentiality.

II. Duties

  • Maintains compliance with all University and Staff employee policies.
  • Greets and responds appropriately to walk-in traffic.
  • Submits textbook orders to MBU Bookstore.
  • Updates HSS library holdings.
  • Maintains HSS equipment, resources, and records, keeping them secure and private. Assists in vendor relationship management. Maintains confidentiality of all HSS information, meetings, and conversations.
  • Maintains calendar, makes meeting and travel arrangements, prepares meeting agendas, maintains office supplies, prepares reports, coordinates in person, Zoom, and or Microsoft Office Team meetings, takes thorough notes at meetings and types minutes and other documents as requested. Maintains an organized and clean workspace.
  • Assists with budgetary matters within the HSS Division.
  • Mentors and assists HSS GA as necessary.
  • Completes numerous clerical duties for HSS Division Chair.
  • Supports the HSS program by performing all other duties as assigned by the Division Chair.
  • Periodically updates the HSS-related website, social media, university graduate bulletin sections, and databases as directed by the Division Chair.
  • Organizes and conducts HSS events and assists with promotional displays and materials, as directed. May require, but is not limited to, the following: securing space, equipment, food, preparing invitations, announcements, agendas, brochures, purchasing awards or prizes, making travel arrangements and reservations, and attending and assisting with the events as they occur.
  • Provides complete clean-up after each event and makes all the necessary returns of equipment, furniture, and any other items. Restores the venue site to University’s desired state of cleanliness and organization.
  • Works with and reports to the Assistant Vice President of Online & Graduate Enrollment Services during the summer months.

III. Relationships The administrative assistant will:

  • be accountable to the HSS Division Chair for the fulfillment of his/her role, general responsibility, authority and relationships.
  • maintain an appropriate relationship with all student applicants and an open and mutually cooperative relationship with other offices on campus, including faculty members, staff, and regional learning centers.

IV. Performance Measurement Criteria

• After a ninety-day probation period, the Division Chair conducts a written and oral evaluation. The Chair conducts an annual written and oral evaluation of the Administrative Assistant based on the position description, training manual, and the University performance evaluation form.

V. Minimum Qualifications

• Education and Experience

Provide official transcript of undergraduate Bachelor of Science or Bachelor of Arts degree. Three or more years of experience as an administrative assistant to an upper level administration preferred. Knowledge of office management systems and procedures. Experience with social media strategy, writing, and management; and Microsoft Office Specialist certification or similar certification preferred. Excellent organizational and time management skills.

• Personal Attributes

Professional dress and appearance. An attitude of cooperation and conscientiousness. Must be highly motivated, able to self-direct, and detail oriented.

• Spiritual Attributes

Must have a commitment to evangelical Christian faith, current activity as a church member, and provide a Statement of Faith.

• Physical Effort and Work Environment:

The job requires extensive sitting and keyboarding. The ability to bend, stoop, reach, stand, and or move from one area to another or one building to another on a regular basis is required. Manual and physical dexterity needed to operate a keyboard and handle paper documents is required. The ability to lift and carry a stack of forms, documents, and/or textbooks up to 25 pounds at a time (or rearrange furniture) is required.

VI. Compensation

• Hourly, Non-Exempt part-time.

Applicants must provide a written statement of Christian faith in keeping with the mission of Missouri Baptist University. Please include in your statement where you attend church and how your faith journey aligns with The Baptist Faith and Message 2000.

To apply and be considered for this position, all the following information must be included:

  1. Cover letter summarizing your qualifications
  2. Resume
  3. Official transcript(s) sent from all degree conferring institution(s)
  4. Three professional references with their current contact information including the following:
    • Telephone number
    • E-mail address
    • Mailing address
    • Statement of Faith

Submit all of the required materials in attached Microsoft Word or PDF files, via a single e-mail to Mr. Michael Nolan at michael.nolan@mobap.edu.