Administrative Assistant - Theology & Ministry

Tulsa, OK, USA|Onsite

Job Overview

Employment Type

Full-time

Work Schedule

Standard Hours

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Professional Development

Life insurance

Disability insurance

Job Description

Oral Roberts University is a distinguished Christian university located in Tulsa, Oklahoma. Established with a mission to educate whole leaders for the whole world, ORU is recognized globally for its Holy Spirit-empowered approach to education. This unique teaching philosophy emphasizes the development of the whole person, cultivating spiritual, intellectual, physical, and social growth. At ORU, students don't merely stay within their faith; they are encouraged to grow in faith and embrace their calling as Spirit-empowered leaders ready to make a difference in the world. Faculty, staff, and students at ORU adhere to a strict Code of Honor Pledge, which fosters a community rooted in integrity, respect, and commitment to Christian values.

The current opportunity at Oral Roberts University is a vital administrative role supporting the Graduate School of Theology & Ministry. The position involves providing comprehensive secretarial and administrative assistance to the Associate Dean for Academic Affairs. This is a unique role that blends traditional administrative responsibilities with a service-oriented mission tailored to the specialized needs of a graduate theological education environment. Responsibilities include managing complex calendars, coordinating appointments, handling communications with students and faculty, and supporting essential academic functions and events such as New Student Orientations, Faculty Plenary Sessions, and degree-related ceremonies such as Hooding and Graduation.

The ideal candidate will be proficient in managing schedules, facilitating communication, and providing secretarial support that ensures the smooth operation of the Graduate School of Theology & Ministry's academic affairs. This involves handling documentation including syllabi, degree plans, and academic policies, as well as working closely with faculty and administration to maintain curricular compliance and updates. In addition, this role requires the individual to assist in the preparation and dissemination of various academic materials and reports, to keep administrative processes efficient and effective. A key aspect of the role includes liaising with multiple departments such as the Registrar's office and the academic catalog editor, ensuring accuracy and timely updates to university records.

This position demands excellent organizational skills, attention to detail, and the ability to communicate effectively with students, faculty, and staff within a Christian university environment. It offers a chance to be part of a mission-driven institution where faith and professional excellence are deeply integrated. The candidate will need to be flexible, capable of managing multiple priorities under deadlines, and committed to maintaining a supportive administrative environment at the Graduate School of Theology & Ministry. This role is particularly suited for someone with experience in academic administration or related fields who appreciates the significance of a faith-based educational mission. Through this role, the successful candidate will contribute directly to the growth and effective functioning of a key academic unit within Oral Roberts University, reinforcing the University's focus on whole person development and Spirit-led leadership.

Job Requirements

Requires a High School diploma or GED
some college coursework preferred
requires four (4) years secretarial experience
must have excellent communication (oral and written), grammar, spelling, interpersonal, and organizational skills
computer skills must include competence with MS Office Products, especially Word, Excel, and Power Point
requires basic knowledge of Bible truths and scriptures
must have the ability to timely meet deadlines while maintaining flexibility and working under pressure
knowledge of internal operations of a university setting preferred
an ability to learn new procedures and computer software is essential

Job Qualifications

High School diploma or GED
some college coursework preferred
four years secretarial experience
excellent communication skills including oral and written communication, grammar, spelling, interpersonal and organizational skills
proficiency with MS Office products, especially Word, Excel, and PowerPoint
basic knowledge of Bible truths and scriptures
ability to meet deadlines while maintaining flexibility and working under pressure
preferred knowledge of internal operations of a university setting
ability to learn new procedures and computer software

Job Duties

Schedules appointments, maintains Associate Dean's appointment calendar and student appointment calendar and reminds of appointments in a timely fashion
coordinates calendar with Dean's office
service to students, meeting all deadlines, phone calls, copying student documents, student files, receptionist duties, appointments with Chair and professors, syllabi, schedules, degree plan sheets, group advisement, Hooding, Graduation, faculty load/share report, supervise work done by student workers
disseminates instructions from the Associate Dean to students in a diplomatic manner
under guidance of the Associate Dean, performs secretarial duties and tasks required to coordinate (or manage) the academic affairs
prepares Facility and Work Order Requests
provides secretarial support to Associate Dean as needed to help with preparation for New Student Orientation, Faculty Load Report, Faculty Plenary Sessions, various committee meetings, faculty meetings, Group Advisement for Fall and Spring, and Hooding preparation
records minutes at Curriculum Committee meetings
assists with changes to the student, adjunct faculty handbooks, and reports
provides secretarial assistance with course scheduling, Curriculum Committee, directed studies and thesis processing
provides secretarial assistance with correspondence and oversees filing and other general office duties including photocopying and office mail
assists Associate Dean with course scheduling for all semesters, Course Rotation, Curriculum Change Proposals and Course Scheduling Change Requests
distributes information to professors regarding policy changes/updates
gathers student information from the Banner/Vision systems as needed
accesses Argos reports from the Registrar's link as needed
updates degree program plan sheets annually and works with the Registrar's office to ensure they are posted on Degree Works and the website
serves as liaison between GSTM Academic Dean and the ORU academic catalog editor for revisions and updates
proofreads catalog proof sheets before publication
updates GSTM syllabi each semester, including faculty and university required format/content revisions, ISBN #s, ePortfolio artifact information, etc.
converts all files to proper format and sends to designated person to be posted on ORU website
attends administrative meetings as required regarding University syllabi policies
directs professors to order textbooks and desk copies and assists with Barnes & Noble as needed
maintains files of current syllabi
assists with evaluating Advanced Standing and transfer credits for students
under guidance of the Associate Dean, organizes and facilitates the GSTM hooding ceremony with assistance from staff and graduate assistants
assists with setting up for new faculty i.e. office space, equipment, IT, furniture