Executive Administrative Assistant, Office of the Dean

The Administrative Coordinator for the Office of the Dean serves as the primary liaison between the Dean of the Seminary and the Faculty and other administrative offices. This role provides executive office management and assistance to the Dean of the Seminary. The individual should have a background in higher education, organization, and office management. The position requires initiative-taking, written and verbal communication skills, the ability to anticipate needs based on the academic cycle and calendar, project management skills, fact-finding skills, and compilation skills and the ability to perform a variety of tasks simultaneously.

REPORTS TO: Dean of the Seminary

For the Dean of the Seminary:

  • Manages office correspondence including initiating the composition of letters and reports;
  • Manages daily calendar including scheduling and monitoring of in-person and virtual meetings; scheduling virtual meetings using online conferencing platforms such as Zoom;
  • Assists with meeting preparation;
  • Assists with maintaining office budget and travel expenses;
  • Processes invoices and check requests;
  • Manages multiple projects and events simultaneously;
  • Coordinates travel arrangements for guests of the Office of the Dean of the Seminar including booking flights, hotels, restaurants;
  • Prepares, updates, and distributes the Louisville Presbyterian Seminary academic Governance Calendar;
  • Manages the EMS Classroom reservations for faculty classes in conjunction with the Facilities Department and for other employees reserving rooms;
  • Assists with organization of faculty tenure reviews, soliciting feedback from outside persons and gathering other information needed, assist the Faculty Chair of tenure review committees;

For Seminary Committees:

  • Assists with preparation of materials for Seminary Council and Faculty meetings including scheduling (in-person and online), preparing print and digital materials as requested, and monitoring and distribution of needed materials to the Academic Affairs Committee of the Board of Trustees;
  • Assists with the preparation of print and digital committee packets each semester for the Board of Trustees Academic Affairs Committee meetings;
  • Attends meetings and prepares Minutes for the Academic Affairs Committee meetings of the Board of Trustees;
  • Attends quarterly Administrative/Staff meetings as scheduled by the President’s Office;

For On-Campus Events:

  • Coordinates faculty book signing events including room reservations, book orders, event promotion in collaboration with the Communications Director, and hospitality;
  • Serves on the Baccalaureate Committee;
  • Oversees all arrangements for the Baccalaureate service;
  • Assists with organizing Opening Convocation services;
  • Coordinates processional for faculty, administration, and special guests;
  • Assists with the planning and coordinating of the Commencement service along with the President’s Administrative Coordinator, as needed;
  • Coordinates processional for graduates, faculty, administrators, and special guests;
  • Maintains the EMS Professional Classroom Scheduling for professors and administration; Reserves classrooms for all classes each semester, as well as for faculty meetings and other campus events;

For Full-time and Adjunct Faculty

  • Maintains all Faculty files located in the Office of the Dean;
  • Solicits transcripts and regular updates of vitas from full-time faculty and adjunct faculty;
  • Prepares Adjunct Professor contracts and maintains adjunct files;
  • Processes invoices and check requests for Faculty;
  • Maintains files and documents for all faculty searches;
  • Works with the Chairs of the Search Committees and handles correspondence through email and MS TEAMS, interview schedules, and travel arrangements for candidates; acts as a major contact for applicants and prospective faculty or administration under the Dean's office;

Preferred qualifications

  • Bachelor's degree and direct experience in faculty affairs for an academic department or other academic unit.
  • A strong customer service focus and excellent written, verbal, project management and time management skills.
  • Candidates should have current working knowledge of MS Office and skills in online searching.
  • Work requires initiative-taking, anticipation of needs based on the academic cycle and calendar, fact-finding, and compilation skills and the ability to perform a variety of tasks simultaneously.
  • A professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential.
  • Must be capable of effectively reviewing routine and non-routine information with internal and external customers.
  • Must pay careful attention to detail.
  • Must possess problem-solving skills with the ability to collect, analyze, combine, and synthesize relevant information, review and apply policies and precedents, develop recommendations for program improvements.
  • September 2025