JOB DESCRIPTION

POSITION TITLE: Administrative Assistant to Black Church Studies (BCS)

DEPARTMENT:  Black Church Studies (BCS)

FUNCTION:  Provide support to the Director of Black Church Studies and

the Black Church Studies Program

REPORTS TO:  Director of Black Church Studies

The Administrative Assistant to Black Church Studies at Louisville Seminary (LPTS) provides essential support to the Director of the Black Church Studies Program, who also serves as a seminary professor. This role involves coordinating events such as the annual Black Church Studies Consultation, Edwards and Greenhoe Lectures, and various workshops, webinars, and lectures, whether in-person, hybrid, or virtual.

Key responsibilities include managing BCS communications and social media, supporting outreach to Black Church degree concentration and LPTS alumni, and assisting with both local and national outreach initiatives. The position requires working in collaboration with the BCS team and LPTS staff who serve as grant administrators.

Core Responsibilities

• Prepare, distribute, document, and file correspondence.
• Receive and direct telephone callers.
• Maintain and track budgets and process billing.
• Maintain confidential student files and administrative files.
• Maintain a planning calendar for the Director and the BCS office.
• Schedule and coordinate meetings and take minutes for the Black Church Studies Advisory Committee.
• Coordinate with Admissions Office on the admission process and initial contacts with Black Church Studies concentration students and DMin Black Church Studies applicants and admissions.
  Assist the Director with travel arrangements.
• Assist the Director as needed and as assigned.

Event Coordinator Responsibilities:

• Event Coordination for Black Church Studies Consultation, Lectures, Seminars and and other scheduled meetings for BCS concertation, certificate, and Leadership cohort gatherings:
• Coordinate and communicate with other offices/supervisors/committees responsible for events, including pre-event planning, calendaring, budgeting, and logistics.
• Reserve and monitor all necessary facilities for the events, including rooming for guests, speakers, and participants.
• Serve as main contact with speakers, guests, and participants regarding all logistics.
• Assist speakers with transportation arrangements
• Arrange necessary catering and A/V needs.
• Handle and track registration.
• Prepare registration packets, name tags, tent cards, etc.
• Work closely with Communications Office regarding marketing and printed materials.
• Obtain and supervisor volunteers.
• Be on-site for events, which may involve evenings and weekends.
• Track evaluations and feedback.

Additional Responsibilities

•   Curriculum/BCS Concentration Support: Assist with administrative tasks related to the concentration, including tracking progress towards completion requirements, and maintaining records.
•  Certificate Support/Certificate Registrations Support: Support registration processes, track certificate completions process and manage communications related to certificate offerings.
• BCS Leadership Cohort Support/Registrations:  Support registration processes and manage communicates related to 10-month leadership cohorts.
• Outreach and Engagement: Provide administrative assistance for local and national outreach efforts to engage BCS constituents, including producing and distributing regular newsletters.
•  Financial Management: Reconcile monthly company credit card payments for BCS department vendors, ensuring accurate documentation for the payment process. Maintain databases of subscribers, vendors, contributors, and collaborators, and assist with billing and payments.
• BCS Team Collaboration: Collaborate with the BCS team and other LPTS staff including the BCS Director, LPTS staff who serve as grant administrators and other LPTS offices including admissions, advancement, and communications.
• Social Media Communications: Schedule and manage social media posts, monitor virtual community platforms, monitor relevant news, and content, and write or review press releases, newsletters, blogs, and other promotional materials as needed in collaboration with the BCS Director and the LPTS Communications staff.

Experience and Qualifications

• At least 3 years administrative assistant experience.  Every 30 hours of college work or additional related education may be substituted for one year of experience.
• High school diploma and two years college or business school or equivalent.
  Proficiency in basic office management operations.
• Proficiency with Microsoft Office or like suite software, particularly Excel and Word.
  Ability to handle a large volume and a great variety of work in an accurate and timely manner and be receptive to changing responsibilities and new challenges.
• Excellent interpersonal and communication skills.
• Ability to work independently, to be detail-oriented, and accurate.
• Ability to appropriately handle confidential information and material.
• Experience working with faith based and/or non-profit organizations.
• Knowledge of the Louisville, KY community

APPLICATION PROCESS

Email cover letter, resume and a list of three references to Dr. Perzavia Praylow at ppraylow@lpts.edu

Application Deadline:  October 24, 2024.

PRE-EMPLOYMENT CONDITIONS

A background screening is required.

ABOUT LOUISVILLE SEMINARY

Founded in 1853, Louisville Seminary offers an inclusive and diverse learning community, welcoming students from wide ecumenical backgrounds while maintaining its long, historic commitment to the Presbyterian Church (U.S.A). Louisville Seminary is led by the Holy Spirit to educate people to proclaim the Gospel, to care for all, and to work for justice in communities everywhere. It is distinguished by its nationally-recognized marriage and family therapy and field education programs, its black church studies program, the scholarship and church service among its faculty, and a commitment to training people to participate in the continuing ministry of Jesus Christ. For more information, call (800) 264-1839 or log onto www.lpts.edu.

Louisville Seminary is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sexual orientation, gender identity, national origin, age, veteran status, or disability.