Position Title: Administrative Assistant III
Department: Academic Deans
Reports to: Pre-Seminary and Education / Staff Ministry Academic Deans
Prepared By / Date: Andrea Wendland, Human Resources / updated 04-05-2022
Approved By / Date: MLC Administrative Council / 12-17-2020
FLSA Status: Non-Exempt
FTE:0.50 FTE – Regular Part-Time
Pay Grade: 16

SUMMARY

This position serves the college by supporting the work of both the Pre-Seminary and Education/Staff Ministry Academic Deans in the administration of academic advising, assistance to students, and classroom responsibilities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The responsibilities and duties of the position shall include, but are not limited to, the following:

  • Communicate effectively via phone, email, and in-person.
  • Handle the typical day-to-day office tasks: answering phones, opening office mail, photocopying, general filing, office correspondence and mailings, set appointments and meetings, and coordinate and collaborate with campus personnel.
  • Prepare reports and maintain paper and electronic files related to student advising, nomination, program details, record keeping, academic review and recommendation.
  • Process and communicate all student major, minor, and/or program changes in the campus-wide database including reassignment of advisors.
  • Maintain the MLC Transcript Evaluation System (TES) website and database.
  • Work closely with the Records Office, Financial Aid, Advisor, and transfer student to process and evaluate transfer student transcripts, collect course descriptions, and verify evaluations.
  • Assist students and faculty by answering questions, fulfilling requests, addressing concerns, and processing academic accommodations.
  • Coordinate and facilitate campus “FLEX” periods, convocations, campus assembly events, pre-seminary related trips, and pre-seminary faculty joint meetings and seminars both on-campus and off-campus through correspondence, scheduling, travel and lodging, and including marketing activities, as necessary.
  • Manages academic resources provided by the Deans Office including electronic filing with up to date information.
  • Coordinate exit items for Pre-Seminary seniors, including necessary forms, applications, and communication with Wisconsin Lutheran Seminary (WLS), processing the co-curricular survey, arranging for fingerprinting, scheduling exit interviews with the Pre-Seminary dean, and assisting with the WLS recommendations document.
  • Coordinate Transitions Seminar with the Education Office including required attendance notifications and tracking, and communication internally and with WELS and Northwestern Publishing House (NPH). 
  • Coordinate midterm and semester end student grade review by preparing reports and scheduling meetings in advance, timely review of grades, and communicating formal actions to students and necessary internal parties.
  • Attend Education and Pre-Seminary review meetings to record formal actions.
  • Maintain and educate others on the Advisors Handbook, the department Vibe page, department webpage(s), and the Academic and Faculty Google Calendar.
  • Manage and evaluate processes of the office to ensure efficiency and effectiveness.
  • Assist the deans with classroom materials and record keeping as needed.
  • Conduct other job-related duties and functions as assigned.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

QUALIFICATIONS AND CORE COMPETENCIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Although not required, preference may be given to an active member of the Wisconsin Evangelical Lutheran Synod or the Evangelical Lutheran Synod.
  • A deep commitment to the mission and core values of WELS and Martin Luther College and an ability to apply that commitment in the performance of daily responsibilities.
  • Ability to represent Martin Luther College in a friendly and professional manner, through effective written and oral communication, customer service and helpfulness with faculty, staff, students, prospective students, congregations, schools (private and public), local businesses, the community, and the general public.
  • Excellent interpersonal, analytical and organizational skills with strong attention to detail and
    time-management skills to meet deadlines.
  • Apply common sense understanding to carry out instructions furnished in written, oral, or diagram form, including problem-solving skills.
  • Ability to handle confidential information appropriately while abiding by privacy laws.
  • Exemplify ownership of and demonstrate pride in the fulfillment of responsibilities and tasks including the initiative, innovation, and proactive leadership in developing and implementing appropriate goals.
  • Ability to work independently and cooperatively in a team environment by managing multiple tasks simultaneously with minimal supervision.
  • Ability to use appropriate levels of sound judgement with independent decision-making.
  • Ability to multi-task, meet deadlines and comfortable working in a fast-paced environment.
  • Proficient skills and experience with Microsoft Office Suites including Word, Excel, PowerPoint, Access and Publisher. This position also utilizes Orbeon Forms, Google Drive, WordPress and Adobe Pro along with any other software programs as needed.

EDUCATION AND/OR EXPERIENCE

  • A high school diploma or general education degree (GED) is required.
  • College experience or degree is preferred.
  • At least three years of administrative experience or related work is preferred.
  • Prior experience in higher education is preferred.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to communicate, and talk or hear, remain stationary such as sitting and standing for periods of time. This individual is frequently required to use hands to finger, handle, or feel, manipulate objects, tools or controls. The employee is occasionally required to reach with hands and arms, bend, and kneel. The position requires minimum mobility and minimum physical exertion. Duties involve moving materials weighing up to 20 pounds on a regular basis and up to 40 pounds on an occasional basis. Manual dexterity and coordination are required over 90% of the work period while operating equipment such as phones, computer, computer keyboard, mouse and similar office and classroom machines. The position requires vocal communication by means of the spoken word, and hearing is required to perceive information. Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually low. This position does not require travel. This position is not authorized for telecommuting. This position is not authorized for permanent telecommuting. This position may apply for short-term telecommuting during regularly stated office hours with consideration for essential in-person responsibilities. On occasion, irregular hours and evening and weekend hours may be necessary.

COMPENSATION

Salary is negotiable and commensurate with responsibilities and experience. This is a 0.50 FTE (20-hours weekly) year-round, non-exempt hourly position with employee paid benefits.

APPLY ONLINE

Click this link to apply online. Open until filled.

Direct all inquiries to Human Resources
507-354-8221
hr@mlc-wels.edu