Administrative Assistant for the Field Education and Doctor of Ministry Programs

Summary: Three administrative assistants support the work of the academic area of Andover Newton Theological School. The Administrative Assistant for the Field Education and Doctor of Ministry Programs is primarily responsible for communications, event coordination, and record management, as well as general administrative support, for these two complex and multifaceted areas of the seminary’s work. He or she also supports the administrative work of the Associate Dean of the Faculty.

Reporting to the Associate Dean of the Faculty, who serves as the Director of Field Education and is a member of the Doctor of Ministry Committee, this Administrative Assistant will work with teams concerned with the Field Education and Doctor of Ministry Programs. The candidate selected will be charged with providing support as well as leadership in creating and maintaining efficient administrative structures for accomplishing these two Programs’ goals.

Responsibilities: The following duties are examples of the responsibilities of the Administrative Assistant for the Field Education and Doctor of Ministry Programs. The list is not comprehensive, and duties shift with policy changes in both Programs.

Communications

• Serves as primary liaison between the leaders of the Field Education Program and the Andover Newton community, as well as the public, as questions arise as to policies and procedures in the Field Education Program
• Works with the Director and Associate, as well as ANTS Web site staff, to update and organize the Field Education Program Web site
• Schedules intake meetings for students preparing for field education
• Collects and files student Learning Agreements, Mid-Year Progress Reports, and Final Evaluations
• Within FERPA guidelines and only at the written request of students, sends Mid-Year and Final reports to judicatory bodies
• Coordinates and sends field education-related mailings, including:
  Site/Supervisor Applications
  Site/Supervisors Acceptance and Orientation mailing
  December mailing to sites: Do they seek a student for the fall?
  May mailing to sites: Preparation for the new year
  

• Prepares syllabi and other course materials for CMFE and D.Min. courses
• Updates and posts Doctor of Ministry Handbook annually
• Assists students and their advisors in understanding and attending to the steps necessary to complete a D.Min.
• Communicates with the Admissions Office about policies and procedures
  

Event Coordination

• Provides administrative support—such as reserving an appropriate room, arranging for hospitality, and preparing materials— for Field Education events such as:
  Teaching Parish/Site Committee Training
  Field Education Orientation
  Field Education Student commissioning chapel
• Provides administrative support for the Woodbury Management Workshop, including publicity and event implementation (some extra compensation available for evening and weekend components of this event)
• Works with the Chair of the Doctor of Ministry Committee to coordinate all aspects of the Doctor of Ministry student orientation

Record Management

• Creates and manages files for all participants in the Field Education process, including
  Sites
  Supervisors
  Teaching Parish/Site Committees
  Students
  Adjunct faculty
• Cross-checks all Field Education Records with Program policies regularly to ensure that all participants are in compliance with Program standards and, in consultation with the Director of Field Education, responds to discrepancies
• Maintains and manages files for all Doctor of Ministry students
• Cross-checks Doctor of Ministry student records with Program policies regularly to ensure compliance with Program standards and, in consultation with the D.Min. Committee, responds to discrepancies
• Coordinates the circulation of applicant files between the Admissions Office and the D.Min. Committee
• Takes minutes at D.Min. Committee meetings
  

General Administrative Support

• Provides administrative support to the Associate Dean of the Faculty
• Supports the Dean’s administrative team in the case of special projects requiring a team effort among the support staff in the academic area
• Provides administrative support for Field Education Adjunct Faculty and Supervisors, such as reserving rooms for supervisory sessions and distributing grade sheets
• Coordinates materials for Doctor of Ministry Committee projects and monthly meetings
• Maintains budget account, including Adjunct payroll

Qualifications:

• Three-five years related experience
• An educational background that suggests ability with verbal and written communication, critical thinking, and creative problem-solving
• Organizational skills, including an ability to manage several projects concurrently
• Interpersonal skills and familiarity with the dynamics of churches and denominations
• Technical skills in word-processing, basic database management, and the Internet
• A general willingness to learn new technologies in order to improve work quality
• Knowledge of theological education in general and Andover Newton in particular

Review: An annual review will be conducted by the Associate Dean of the Faculty.

Salary and Benefits: Compensation for this position is competitive and comparable to other administrative positions at Andover Newton.

Cover letter and resume should be sent to
Dr. Sarah Drummond, Assistant Academic Dean
Andover Newton Theological School
210 Herrick Road
Newton Centre, MA 02459