Doctoral Programs Administrative Assistant

BASIC REQUIREMENTS:

Must be a Christian and a member of a church that holds to Jesus Christ as Lord and Savior, believing in the New and Old Testaments of the Holy Bible.

DBU requires employees to follow all University policies and procedures, which exist to support the Christian mission of DBU and includes, but is not limited to, a Christian Code of Conduct. Click here to read

GENERAL OBJECTIVES:

The Doctoral Programs Administrative Assistant works to make both the Ph.D. and Ed.D programs run smoothly by providing assistance to both the Ph.D. and Ed.D. directors in areas of communicating with program faculty, staff, students and prospects, trips and courses, ensuring all program forms and process are completed in a timely manner, and serving and ministering to the development and general running of the office in any way beneficial to the glory of God and betterment of Dallas Baptist University.

QUALIFICATIONS:

A bachelor's degree and prior administrative assistant experience are desired.

A personal commitment to Christ with qualities of a servant leader.

A cooperative attitude toward DBU's goals, an understanding of the university, and caring for DBU students.

The ability to work in-person on the DBU campus, 5 days per week.

The flexibility to work Saturdays as necessary and with proper notification for special events during the year.

The ability to organize, manage, solve problems, focus, and work well with others.

Basic computer skills, including Word, Excel, PowerPoint, filing procedures, and a willingness to learn other skills necessary to the fulfillment of job duties.

A focus on detail while attending to multiple tasks and an ability to prioritize tasks.

A willingness to work toward reaching goals, objectives, and deadlines.

A self-starter continuing to develop professionally. BASIC RESPONSIBILITIES:

Develop program office and student relationships to better serve students throughout their doctoral journey.

Manage phone system and correspondence. Process phone calls, emails, and mailings.

Be responsible for coordinating appointments, timelines, calendar dates, and classroom reservations for the program directors.

Assist with planning and preparation for meetings, training, presentations, travel, and other events.

Oversee office organization and filing system. Manage hardcopy and electronic records.

Maintain office Policy and Procedure Manual.

Supervise, train, and coordinate with doctoral student workers.

Maintain recruiting materials and office supplies.

Attend staff meetings, take notes, follow up as needed, and distribute information to staff.

Provide administrative assistance in managing the departmental workflow. Provide word processing and proofing, as needed. Assist with special PR projects, i.e., graduate catalog, web, brochures, stationery, and marketing pieces.

Provide information in a timely manner, as needed, to the various administrative offices on campus using the appropriate procedures and forms.

Various other responsibilities as assigned by the supervisor.

SPECIFIC RESPONSIBILITIES:

Prospects and Admissions Process

Maintain admissions timeline for both the Ph.D. and Ed.D. programs.

Ensure prospective students' information are entered into Slate on a daily/weekly basis.

During application season, create and maintain applicant tracking daily through PAC chart updates or other mechanisms identified by each director and communicate updates to Director.

Coordinate prospects initial e-mail and Ph.D./Ed.D. packet as necessary

Contact students and answer any questions they might have about the program.

Set up meetings any requested meetings with the respective director and prospect if requested.

Remind prospects and applicants of the application deadline and any missing items.

Prepare applicant checklist and overview charts and update daily throughout the application season.

Coordinate with director and admission committee members of both doctoral programs to set interview dates and assign rooms or set up virtual calls.

Communicate with applicants to set interview times and format.

Prepare necessary admission packets and forms for committee members and distribute, either paper copies or electronically.

For the Ph.D. program, prepare for interview days. Set welcome sign, greet participants, and take individual photos. Purchase water for each applicant. Assist applicants to get to each interview room.

Process and file notes from each applicant's interviewer. Update applicant rubrics and update charts.

Reserve conference room for admissions committee meeting. Purchase snacks and drinks for the committee.

Assist director in admissions committee decisions meeting. Prepare appropriate documents for the meeting, per director's instructions. Ensure applicant files are in the meeting room. Take meeting minutes and update admission selection spreadsheet.

Prepare and send admission decision letters.

For Ph.D. Students, once acceptance is confirmed, follow steps under Dallas Institute to assist new students in enrollment and registration for their first semester.

For Ed.D. Students, once acceptance is confirmed, follow necessary steps for Ed.D. Orientation as directed by Ed.D. Director

Maintain communication with doctoral students throughout the year to assist director in student retention.

Assist directors with student time extension appeals. Registration/Advising

Communicate to all students about advance registration dates, fees, and classes for which they will register.

Send reminder e-mails about approaching registration dates. Follow-up with students who have not registered closer to the deadline day.

Update the bubble with all communication and information for each student accordingly.

Inform both directors are aware of all students who are not planning to return the following semester.

Assist in advising and registering students. Comprehensive Exams

Reserve the lab for written comps and rooms for oral comps.

Coordinate days and times conducive to both the students and faculty members' schedules.

Prepare and communicate comprehensive examination information to all students, faculty and staff involved.

Approve everything through the director and dean before communicating to others.

Prepare comprehensive exam packets for each student for the day of examination and prepare packets for graders.

Proctor comprehensive written exams.

Keep a confidential listing of exams and grades.

All other duties not listed related to comprehensive exams as instructed by director. Dissertation Defenses

Send invites to Faculty, Graduates, and candidates for defenses. Invitation emails should indicate what kind of defense is taking place, proposal or final.

Send confirmation to student with date, time, and place of approved defense.

Reserve Dome Room for defense. Complete a moves & set up request.

Day of defense- turn projector on, provide water for student, and greet the student 30 minutes ahead of defense.

Once approved, communicate with student of next steps.

For in-person Final Defenses, ensure regalia is prepared and available for the student. Cook School of Leadership Ph.D. and Ed.D. site

Keep the site updated with current information and forms. Budget

Coordinate with the dean's assistant to ensure the programs are spending within the budget margins. Regalia/Graduation

Schedule Jostens' appointment for doctoral students at the appropriate time per program.

Send graduation dates and deadline reminders to students.

Ensure students have ordered regalia in advance of graduation.

Assist with graduation application when needed.

Assist with ordering and distributing regalia for commencement and convocation services for students as needed. Printing and Binding

Correspond with students to make certain they work with Southwest Printing once their dissertation has gone through the form and style approval process.

Pull signature page and send to all faculty whose signature is needed.

Prepare shipment for Houchen Bindery pick up.

Contact student upon receipt of bound dissertations. Communicate payment amount and process payment.

Distribute dissertations to student (1), Leadership Library (1), Main Library (2), and Chairperson (1). ProQuest

Keep the site updated with current information.

Review checklist, approve, and deliver submissions via online site. Faculty Liaison

Send reminders to faculty about various procedures each term.

Ensure bridge of communication between program director and faculty members. Ph.D./Ed.D. Seminars

Communicate seminar dates to cohort students and desginated faculty as finalized on calendar.

Coordinate with doctoral program student worker to reserve classrooms, order snacks/food, etc. for the seminar days. Ed.D. Program On-Campus Campus Events

Work with the Director in advance to identify dates during each 8-week term to conduct seminars.

In coordination with the Director, create agenda, sign in sheet, contact faculty to support the event and communicate dates to cohort students and designated faculty as finalized on calendar.

Coordinate with doctoral program student worker to reserve classroom, order snacks/food, and any DBU items designated for the seminar day. Dallas Institute - Ph.D. Program

Plan orientation dinner and snacks for the institute. See the process through for all purchase orders in a timely manner. Keep records of all purchases, payments, credits, and reimbursements.

Send RSVPs for orientation dinner. Manage an updated response list and plan the meal and moves and setups accordingly.

Reserve rooms (outside of scheduled classrooms) on campus if necessary.

Reserve dorm rooms for the week of the institute as needed and requested.

Communicate institute plans, arrangements, and information to the institute faculty and staff.

Communicate with new prospective students providing information for the Dallas Institute, including enrollment and registration process. Work through the Registrar's office and IT to ensure each student is entered into the student planning system and has the appropriate access to Self-Service. (ID and DBU email).

Prepare orientation notebooks, with the assistance of the director, ensuring all pertinent information is included.

Purchase leadership inventories for the cohort. Washington D.C. Institute - Ph.D. Program

Obtain university travel approval. Complete all items on travel checklist. Make copies and send them to required DBU staff.

Work with Faculty trip leader and correspond with DC contacts to plan visits/meetings.

Work with travel agent to book flights for the group. Follow through process to ensure payment to vendor.

Book hotel rooms for group. Process hotel contract through the legal office to obtain appropriate signatures. Follow process through to ensure payment to vendor.

Purchase tourism tickets, meals, thank you gifts, and transportation. See the process through for all purchase orders in a timely manner. Keep records of all purchases, payments, credits, and reimbursements.

Request responses and discern on campus stay and airport shuttle needs for faculty and students. Plan and prepare accordingly with Physical Operations and Residence Life. Reserve shuttles and drivers.

Prepare and pack thank you gifts and write thank you notes ensuring that the dean signs them and understands who receives which gift.

Communicate travel and institute plans, arrangements, and information to the institute faculty and students.

Any other tasks related to the D.C. Institute as directed by director or trip lead. Oxford Institute - Ph.D.

Work with the trip coordinator on assigned tasks for the trip.

Request responses and discern on campus stay and airport shuttle needs for faculty and students. Plan and prepare accordingly with Physical Operations and Residence Life. Reserve shuttles and drivers.

Communicate travel and institute plans, arrangements, and information to the students.

Any other tasks related to the Oxford Institute as assigned by director or dean. Other Tasks

Provide updated student lists to various departments as requested.

Run GPA report for directors as needed.

Work with the research office to ensure all students have blackboard access.

Update dissertation publication dates document.

Submit work hours and time off requests through ADP.

WORK SCHEDULE:

This is a full-time position with regular office hours between 8:00 a.m. - 5:00 p.m., Monday-Friday.

WORK LOCATION:

This position will work on the main campus, located at 3000 Mountain Creek Parkway, Dallas, TX 75211