The Southern Baptist Theological Seminary
Receptionist for the President's Office
The Southern Baptist Theological Seminary, Louisville, Kentucky, us, 40201
JOB TYPE:
Full-time, Hourly
JOB SUMMARY:
The Receptionist is responsible for providing general administrative support, including managing communications, scheduling, and assisting with chapel schedules and speakers.
ESSENTIAL JOB FUNCTIONS:
The employee in this position will have the following essential job functions.
ADMINISTRATIVE SUPPORT Daily responsibilities include but are not limited to: answering/transferring office phone calls, processing the President's daily mail, typing and sending items of correspondence for the President, greeting and directing visitors, maintaining office filing systems, and managing emails sent to the Office of the President general email account. Responsible for overseeing the opening and closing of the President's Office, ensuring that someone is in place to open and close. Assist the Executive Administrative Assistant in maintaining the President's calendar Process all contracts, Recommendation for Action forms, and PAFs in conjunction with the Provost office. Assist with managing the application and hiring process for the President's Intern program. Meet general office needs
Reconciles the office credit card Orders office supplies and flowers for the Seminary as requested Reports and monitors any maintenance issues to facilities Maintain storage closet, keeping properly organized and inventoried; work with supervisor on additional purchases as needed
MEETINGS & EVENTS
Assist the Executive Administrative Assistant to the President with Board of Trustees meetings, spring and fall convocations, spring and winter commencements, and other campus events. Ensure that proper paperwork is filled out for various event needs including, but not limited to, all events sponsored by the President's Office and/or hosted by the President/President's wife. Assist the Chief of Staff with planning the Southern Seminary Christmas receptions, including coordinating with other Seminary departments, updating contact information in Seminary databases, assembling invitations, and carefully creating shift lists for each reception. Assist the Chief of Staff with sending Christmas cards to the entire Southern Seminary community, including updating mailings lists with Campus Technology, coordinating the design and production of cards with Communications, and ensuring the final delivery of cards to the Seminary community. CHAPEL
Assist the Chief of Staff with creating and maintaining spring and fall chapel schedules. Prepare chapel order of worship, speaker bios, and announcements for the presiding minister. Assist Chief of Staff with communication with chapel speakers such as invitation and confirmation letters, expense forms, and special needs. Set up lodging, transportation, and luncheons for speakers. Create an itinerary for speaker visits. Assist in the setup of the Green Room. Responsible for speaker gifts.
Perform other duties as may be assigned by the supervisor.
EDUCATION:
The person in this position should have a minimum of a Bachelor's degree.
EXPERIENCE:
The person in this position should have previous administrative work experience. Experience in event planning is also highly desired.
SUPERVISION:
The person in this position will supervise no one.
The person in this position will report to the Executive Administrative Assistant and the Chief of Staff.
WORK ENVIRONMENT:
The person in this position will work in a standard office environment.
EQUIPMENT:
The person in this position will use the following equipment: standard office equipment.
JOB SUMMARY:
The Receptionist is responsible for providing general administrative support, including managing communications, scheduling, and assisting with chapel schedules and speakers.
ESSENTIAL JOB FUNCTIONS:
The employee in this position will have the following essential job functions.
ADMINISTRATIVE SUPPORT Daily responsibilities include but are not limited to: answering/transferring office phone calls, processing the President's daily mail, typing and sending items of correspondence for the President, greeting and directing visitors, maintaining office filing systems, and managing emails sent to the Office of the President general email account. Responsible for overseeing the opening and closing of the President's Office, ensuring that someone is in place to open and close. Assist the Executive Administrative Assistant in maintaining the President's calendar Process all contracts, Recommendation for Action forms, and PAFs in conjunction with the Provost office. Assist with managing the application and hiring process for the President's Intern program. Meet general office needs
Reconciles the office credit card Orders office supplies and flowers for the Seminary as requested Reports and monitors any maintenance issues to facilities Maintain storage closet, keeping properly organized and inventoried; work with supervisor on additional purchases as needed
MEETINGS & EVENTS
Assist the Executive Administrative Assistant to the President with Board of Trustees meetings, spring and fall convocations, spring and winter commencements, and other campus events. Ensure that proper paperwork is filled out for various event needs including, but not limited to, all events sponsored by the President's Office and/or hosted by the President/President's wife. Assist the Chief of Staff with planning the Southern Seminary Christmas receptions, including coordinating with other Seminary departments, updating contact information in Seminary databases, assembling invitations, and carefully creating shift lists for each reception. Assist the Chief of Staff with sending Christmas cards to the entire Southern Seminary community, including updating mailings lists with Campus Technology, coordinating the design and production of cards with Communications, and ensuring the final delivery of cards to the Seminary community. CHAPEL
Assist the Chief of Staff with creating and maintaining spring and fall chapel schedules. Prepare chapel order of worship, speaker bios, and announcements for the presiding minister. Assist Chief of Staff with communication with chapel speakers such as invitation and confirmation letters, expense forms, and special needs. Set up lodging, transportation, and luncheons for speakers. Create an itinerary for speaker visits. Assist in the setup of the Green Room. Responsible for speaker gifts.
Perform other duties as may be assigned by the supervisor.
EDUCATION:
The person in this position should have a minimum of a Bachelor's degree.
EXPERIENCE:
The person in this position should have previous administrative work experience. Experience in event planning is also highly desired.
SUPERVISION:
The person in this position will supervise no one.
The person in this position will report to the Executive Administrative Assistant and the Chief of Staff.
WORK ENVIRONMENT:
The person in this position will work in a standard office environment.
EQUIPMENT:
The person in this position will use the following equipment: standard office equipment.