Administrative Assistant, School of Ministry & Voices for Change
Palm Beach Atlantic University
Administration
United States · West Palm Beach, FL, USA · university, fl, usa · Florida, USA · Palm Beach Gardens, FL, USA · West Palm Beach, FL, USA
Posted on Sep 17, 2025
Job Details
Palm Beach Atlantic University - West Palm Beach - West Palm Beach, FL
Full Time
Post High School Training Required
Admin - Clerical
Administrative Assistant, School of Ministry
SUMMARY
In support of the university’s mission and objectives, the Administrative Assistant provides dedicated administrative support to the Director of Voices for Change (Preaching Grant) and assists various departments within the School of Ministry. Key financial duties include preparing requisitions, monitoring and maintaining budgets, processing personnel payment forms, and managing purchasing card records. The role also includes event planning support as assigned.
Voices for Change Grant Support
- Manages the Director’s calendar, including scheduling appointments, meetings, and events.
- Drafts, edits, and produces professional correspondence such as letters, memos, and reports.
- Designs and maintains forms, documents, and templates for program use.
- Organizes and maintains records, correspondence, and information for the Director, participants, and team members.
- Facilitates communication within and across departments.
- Conducts research and prepares statistical and informational reports as needed.
- Monitors and manages the Director’s expenses and program budget.
- Assists in the preparation and submission of the annual Lilly Endowment report.
- Attends departmental and university-wide meetings as needed.
- Coordinates meetings, including agendas, facility reservations, and records/distributes minutes.
- Maintains updated contact lists for participants, faculty, churches, pastors, and advisory board members.
- Supports the planning and execution of Voices for Change events, including the Preaching Festival, pastors’ gatherings, and guest lectures.
School of Ministry Support
- Provides administrative support to department chairs.
- Coordinates meetings and maintains departmental records.
- Assists with academic and programmatic initiatives.
- Supports planning and administration of School events including community lunches, the apologetics conference, student workshops, and guest lectures.
General Administrative Support
- Coordinates and oversees activities of Federal Work Study students assigned to the School of Ministry.
- Serves as first point of contact for visitors, students, and parents, providing assistance or directing to appropriate staff.
- Manages incoming and outgoing calls, mail, emails, and student request forms.
- Helps maintain the appearance of public areas in the SOM building.
- Performs other duties as assigned.
Financial Support
- Processes purchasing card reconciliations following Finance Department procedures.
- Collects receipts and approvals to ensure timely processing.
- Creates requisitions and purchase orders for processing.
- Tracks and reports faculty professional development allowance usage and balances.
Qualifications
EDUCATION:
Post high school training required; Bachelor's degree preferred, or equivalent experience
EXPERIENCE:
1+ years of experience in a detail-oriented administrative setting required. Must possess a demonstrated knowledge of theological education in an academic setting.
ESSENTIAL COMPETENCIES (Knowledge, Skills, and Abilities)
- Customer Service Orientation – Keeps internal and/or external key stakeholder(s), students, parents, faculty, staff and community partners in mind at all times.
- Professionalism – Displays a high level of professionalism, e.g. timeliness, reliability, communication, and work ethic.
- Christ-first Faith – Provides spiritual support to community members, including students, on their Christian faith journey.
- Adaptable/Flexibility – Ability to change or adjust to change.
- Attention to Detail – Ability to efficiently and accurately focus on a specific task or number of tasks. Reviews details with a critical eye.
- Business & Financial/Budget Acumen – Demonstrates knowledge and understanding of financial concepts, accounting, marketing and organizational functions.
- Confidentiality – Maintains the necessary confidentiality and discretion required for the position
- Conflict Management – Functions professionally and wisely during difficult conversations, while under stress, and while managing challenging situations.
- Effective Communication – Expresses ideas and information in a clear and concise manner both verbally and in writing to convey clear, well-articulated messaging across a wide variety of audiences.
- Establishes Trust – Gains the confidence of others by actions and words that promote being honest, forthcoming, and vulnerable.
- Problem-solving – Anticipates, evaluates, diagnoses, and resolves problems in a systematic and fact-based manner.
- Project and Time Management – Effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines.
- Results Orientation & Accountability – Takes accountability and identifies, executes and drives actions to consistently achieve desired results.
- Teamwork & Collaboration – Creates a climate that fosters commitment to a common vision and shared values that promote cooperation and working together through trust and support of others both departmentally and cross-functionally.
ADDITIONAL REQUIREMENTS:
- Ability to work non-routine hours during certain times of the year.
- Ability to sit for prolonged periods of time.
- Ability to traverse campus and stairs.