The Southern Baptist Theological Seminary
Senior Administrative Assistant - VP of Campus Technology
The Southern Baptist Theological Seminary, Louisville, Kentucky, us, 40201
JOB SUMMARY
The Senior Administrative Assistant to the Vice President of Campus Technology plays a vital role in supporting the operational functions of Campus Technology at The Southern Baptist Theological Seminary. This position provides high-level administrative support to the Vice President, including managing communications and calendars, tracking budgets, coordinating procurement, and conducting research. The ideal candidate will demonstrate initiative, attention to detail, and a strong sense of stewardship, ensuring that the work of Campus Technology is carried out efficiently and effectively. In all interactions, both in-person and digital, the person in this role will exemplify a spirit of hospitality and customer service with students, staff, faculty, vendors, and visitors.
ESSENTIAL JOB FUNCTIONS
The employee in this position will have the following primary job functions: Manage the Vice President's calendar, email workflow, and task list; coordinate travel arrangements, including transportation and accommodations. Act as a communication liaison between Campus Technology and other departments, as well as external business and professional partners. Schedule, prepare agendas for, and take notes at internal department meetings as needed. Provide administrative support for Campus Technology-related events, cross-functional projects, or campus-wide initiatives. Oversee daily office operations, including managing mail, submitting maintenance requests, maintaining office supplies, and stocking hospitality items for the department. Support the Vice President in researching and evaluating new technologies, tools, and workflows to improve departmental efficiency and effectiveness. Handle all aspects of purchasing for the department-from initiating orders to receiving, verifying, and tracking inventory. Coordinate pricing estimates for requested technology in conjunction with department capital and budget planning. Create and manage purchase requisitions and purchase orders for services, technology, and equipment in alignment with the policies defined by the Accounting department. Monitor and track the department budget regularly to ensure spending stays within approved limits and considers anticipated future transactions. Work with the Director of Network Services, Director of Software Development, and the Vice President to coordinate renewals for server, software, and network-related contracts and maintenance agreements, ensuring continuity and timely payments. Assist in preparing and finalizing the annual Campus Technology budget in collaboration with the Vice President and directors. Manage all contract and maintenance agreement renewals for departmental services, ensuring continuity and timely payments. Assist in creating, maintaining, and improving procedural documentation and operational workflows.
EDUCATION AND EXPERIENCE
The ideal candidate for this position would have proven experience as an Administrative or Executive Assistant, preferably supporting senior leadership. The candidate must be comfortable learning new technologies, web-based tools, and emerging platforms, including artificial intelligence (AI). Prior experience using technology to streamline administrative workflows is highly preferred, though not required. Familiarity with higher education or technology departments is a plus. An associate or bachelor's degree is preferred but not required.
SUPERVISION
The person in this position will supervise no one.
The person in this position will report to the VP of Campus Technology.
WORK ENVIRONMENT
The person in this position will work in a typical office environment.
EQUIPMENT
The person in this position will use the following equipment: computer, phone, standard office technology.
The Senior Administrative Assistant to the Vice President of Campus Technology plays a vital role in supporting the operational functions of Campus Technology at The Southern Baptist Theological Seminary. This position provides high-level administrative support to the Vice President, including managing communications and calendars, tracking budgets, coordinating procurement, and conducting research. The ideal candidate will demonstrate initiative, attention to detail, and a strong sense of stewardship, ensuring that the work of Campus Technology is carried out efficiently and effectively. In all interactions, both in-person and digital, the person in this role will exemplify a spirit of hospitality and customer service with students, staff, faculty, vendors, and visitors.
ESSENTIAL JOB FUNCTIONS
The employee in this position will have the following primary job functions: Manage the Vice President's calendar, email workflow, and task list; coordinate travel arrangements, including transportation and accommodations. Act as a communication liaison between Campus Technology and other departments, as well as external business and professional partners. Schedule, prepare agendas for, and take notes at internal department meetings as needed. Provide administrative support for Campus Technology-related events, cross-functional projects, or campus-wide initiatives. Oversee daily office operations, including managing mail, submitting maintenance requests, maintaining office supplies, and stocking hospitality items for the department. Support the Vice President in researching and evaluating new technologies, tools, and workflows to improve departmental efficiency and effectiveness. Handle all aspects of purchasing for the department-from initiating orders to receiving, verifying, and tracking inventory. Coordinate pricing estimates for requested technology in conjunction with department capital and budget planning. Create and manage purchase requisitions and purchase orders for services, technology, and equipment in alignment with the policies defined by the Accounting department. Monitor and track the department budget regularly to ensure spending stays within approved limits and considers anticipated future transactions. Work with the Director of Network Services, Director of Software Development, and the Vice President to coordinate renewals for server, software, and network-related contracts and maintenance agreements, ensuring continuity and timely payments. Assist in preparing and finalizing the annual Campus Technology budget in collaboration with the Vice President and directors. Manage all contract and maintenance agreement renewals for departmental services, ensuring continuity and timely payments. Assist in creating, maintaining, and improving procedural documentation and operational workflows.
EDUCATION AND EXPERIENCE
The ideal candidate for this position would have proven experience as an Administrative or Executive Assistant, preferably supporting senior leadership. The candidate must be comfortable learning new technologies, web-based tools, and emerging platforms, including artificial intelligence (AI). Prior experience using technology to streamline administrative workflows is highly preferred, though not required. Familiarity with higher education or technology departments is a plus. An associate or bachelor's degree is preferred but not required.
SUPERVISION
The person in this position will supervise no one.
The person in this position will report to the VP of Campus Technology.
WORK ENVIRONMENT
The person in this position will work in a typical office environment.
EQUIPMENT
The person in this position will use the following equipment: computer, phone, standard office technology.