Provost Office Document Coordinator      

Basic Function

The person hired for this position will be responsible for providing support and assistance to the Provost/Senior Vice-President for Academic Affairs and Administrative Assistant to the Provost. This is a professional level job which requires excellent skills including the ability to maintain confidentiality, exceptional organizational skills, attention to detail, and dynamic interpersonal skills.  Self-motivation and good time management skills are necessary.  Candidate must be proficient in Microsoft Office.

Responsibilities and Essential Functions

The Document Coordinator for the Provost/Senior Vice-President for Academic Affairs Office will perform a variety of tasks including general typing, copying, filing, scanning, and other functions of the Provost Office.  The Document Coordinator will have the following duties:

  • Attend and take minutes for Dean’s Council Meetings, Academic Leadership Meetings, and Faculty Meetings along with the Administrative Assistant to the Provost.
  • Serve as end user for campus support for Campus Labs module for student evaluations, Baseline module for faculty evaluations, FASR’s, and the Compliance Assist module.
  • Administration of course evaluations for both student and faculty.  Archiving evaluations in the faculty electronic files for each instructor.
  • Maintain confidentiality of data per federal and institutional guidelines.
  • Assist with yearly updates to Acalog.
  • Assist with training the student worker to perform tasks and assignments.
  • Assist with planning and working all Provost Office events such as: Faculty Conferences, Faculty/Staff In-Service Day, Outstanding Student of Achievement Ceremony, and Commencement.
  • Responsible for voicemail recordings of graduates’ names and matching them to the Commencement read list.  Assist the Provost with phonetics for the read list for Commencement.
  • Maintenance of electronic faculty personnel files (i.e. pursuing mandatory materials, scanning updated materials, scanning and shredding inactive folders, etc.).
  • Initiate set-up process for new faculty including online set-up form (i.e. e-mail address, log on access, etc.).
  • Maintain the Provost Office Budget spreadsheet and electronic records of purchase orders and help with the annual budget planning.
  • Assist with Committee Year-End reports.
  • Maintain the Mailroom including assigning mailboxes to faculty and staff.
  • Sort faculty/office mail 
  • Assist the Administrative Assistant as needed with all Provost Office daily functions.
  • Perform other duties as assigned.


The Document Coordinator for the Provost Office will observe the following relationships:

Administrative Assistant to the Provost/Senior Vice President for Academic Affairs

The Document Coordinator reports directly to the Administrative Assistant to the Provost/Senior Vice-President for Academic Affairs for execution of tasks and responsibilities as delineated in the job description and deemed necessary by the Administrative Assistant.  Any authorization of the Administrative Assistant is superseded by the authority of the Provost/Senior Vice-President for Academic Affairs.


The Document Coordinator in Academic Affairs has a cooperative relationship and responsibility to the faculty/administrators in facilitating the various duties, tasks, and responsibilities as outlined in the job description.  To support faculty/administrators in whatever responsibility deemed necessary for the fulfillment of their roles as faculty/administrators.

Student Worker

The Document Coordinator will assist the student worker in fulfilling their roles in the Academic Affairs office.

Performance Measurement Criteria

The Administrative Assistant to the Provost/Senior Vice-President for Academic Affairs shall conduct an annual performance review accessing the objectives, accomplishments, and personal professional development.  


Ideal Candidate:

  • MBU is a Christian institution and gives preference in hiring to those who have committed their lives to Christ, who can articulate their faith, and who are active in a local church.
  • Integrity, professional demeanor, self-disciplined and self-motivated, positive attitude, team member, detail oriented, and maintain confidentiality.
  • Ability to work with various personalities, verbal communication, problem solving, listening, and patience.
  • Ability to communicate effectively, both oral and written.
  • Position requires sitting and viewing a computer monitor for extended periods of time daily and occasional lifting of heavy boxes.


  • Associate degree or higher, baccalaureate preferred.
  • Prior office experience preferably in a college setting, but not mandatory.  Proficiency in Microsoft Office.


Salaried commensurate with experience and education

Full-Time salary benefits per University policy

To apply for this position, please send your resume, cover letter, and statement of faith to Dorie Dickinson, Administrative Assistant to the Provost, at (dorie.dickinson@mobap.edu).  Statement of faith should clearly explain your view of scripture, salvation, and church affiliation.  It should also explain how faith influences your personal and professional life, contributes to your interest in MBU, and prepares you to follow MBU’s vision, mission, and core values.