Position Summary
The Bilingual Administrative Assistant (AA) to the Asbury Latino Center creates a hospitable and welcoming bilingual presence both virtually and on campus while providing detail oriented administrative support ensuring the timely fulfillment of the essential tasks of the ALC. The AA anticipates needs of bilingual faculty, students and learners offering on-time support and solutions for the needs, challenges and opportunities presented. Collaborating in the success of the Institutos de Asbury (aka CFMT Spanish), the AA is responsible for the coordination of the CFMT Spanish program providing holistic support to learners and instructors including but not limited to: effective communication with cohort leaders, new learner registration, technological support, and management of courses in Canvas Catalog.
Essential Functions
- Bilingual Communications
- Handle, route, and respond to correspondence for and on behalf of the ALC and the EDAA.
- Office Management
- Serve as the liaison with other departments and administrative staff regarding faculty and academic concerns; develop structures for new processes/procedures as needed to improve workflow and efficiency.
- Meeting Coordination
- Schedule meetings and other events related to ALC. Reserve facilities and food services for special events as approved by the EDAA; coordinate with other schools and departments as needed for publicity and set-up (technology, etc.) for on-site meetings/seminars.
- Scheduling
- Verify/update bilingual course offerings in conjunction with appropriate AA’s for Schools; monitor low course enrollments and report to the EDAA. Ensure processing of contracts and payments for bilingual course faculty overloads, adjuncts, affiliates, and independent studies.
- Faculty/Instructor Support
- Provide clerical support for ALC faculty including the processing of expense reports, requests for payments, filing, ordering desk/review copies for assigned faculty members, and making copies as time is available given other responsibilities. Provide Spanish language copyediting and/or proofreading for ALC faculty for publishing initiatives as time is available given other responsibilities. Assist with copyediting and/or proofreading editing internal reports as time is available given other responsibilities.
- Serve as a liaison between the ALC team and the various departments and systems of Asbury Seminary.
- Reports
- Generate and/or obtain reports on courses, faculty, and students as needed for the administration of ALC and/or ATS administration.
- Budget
- Assist the EDAA in gathering data to develop a zero-based budget and review monthly budget reports for accuracy.
- Responsible for departmental requests for payment and travel expense reports.
- Liaise with Communication Department (Wilmore) for the promotion of Strategic Initiatives of the ALC, creation of a social media presence in Spanish, and for the maintenance and updating of the ALC webpage.
Specific to Institutos de Asbury (aka CFMT Spanish)
- Coordinate course scheduling Spanish certificate courses.
- Build course shells within Canvas Catalog for Spanish courses.
- Support Asbury Institutes (aka CFMT) in the ongoing task of learner admissions and matriculation processes which include communicating with learners through follow up WhatsApp messages or calls and e-mails.
- Manages learner registration fees, event invoicing, monthly billing, account reconciliation, and payments.
- Work closely with Asbury Seminary faculty, guest instructors, and current practitioners in course design, development and video capture according to established values, practices and systems of the Asbury Latino Center in Spanish and bilingually delivered courses.
- Other duties as assigned
