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Information for

Administrative Assistant to Theological Studies and the Anabaptist Learning Workshop (2 Year Contract)

Date: March 28, 2018    
Reports to: Director of Theological Studies
Grade & FTE: USG 5; 0.8FTE (28 hrs/wk)

Conrad Grebel University College is a liberal arts college founded by the Mennonite church and affiliated with the University of Waterloo. The mission and programs of Grebel are rooted in and inspired by its Christian identity and its Anabaptist/Mennonite heritage. Conrad Grebel offers undergraduate, graduate, and community education programs in peace and conflict studies, music, theological and religious studies, and Mennonite studies. It also has a residence which houses approximately 175 university students. It is also home to the Kindred Credit Union Centre for Peace Advancement (CPA). The Anabaptist Learning Workshop is a program offered by Mennonite Church Eastern Canada in cooperation with Conrad Grebel University College.

General Scope

The Administrative Assistant to Theological Studies and the Anabaptist Learning Workshop (ALW) at Conrad Grebel University College (Grebel) is the primary support staff person to Theological Studies and as such, is responsible for attending to the administrative details that ensure the smooth functioning of the Theological Studies department and the Anabaptist Learning Workshop program. This position requires a good understanding of the practices and procedures of Grebel and the University of Waterloo, as well as a general understanding of the constituency of Mennonite Church Eastern Canada (MCEC).  The Administrative Assistant to Theological Studies and the Anabaptist Learning Workshop contributes significantly both to a hospitable environment for students, faculty, and other members of the Grebel community, and to a collaborative climate for participants in the ALW program.

Specific Responsibilities

2. Liaison

The Administrative Assistant to Theological Studies and the Anabaptist Learning Workshop is a primary point of reference for students, TS faculty and ALW workshop instructors and participants.

A. Theological Studies (TS)

Assistance to the Director of Theological Studies

  1. assisting the Director of Theological Studies in the planning, implementation, and assessment of the activities of the Theological Studies Program;
  2. meeting regularly and providing general support to the Director of Theological Studies including scheduling meetings, coordinating workflow, recording minutes, monitoring projects, drafting correspondence, filing, and other general office duties;
  3. meeting and offering assistance to guests of the Theological Studies Program;
  4. coordinating with the Admin Assistant to the Dean regarding support for TS adjunct instructors
  5.  coordinating with TST regarding the cross-listing of TS instructors and courses
  6. coordinating with the Advancement Assistant regarding the collection of information from graduating students for alumni database
  7. meeting regularly with administrative assistants for other Grebel academic programs for planning, scheduling, collaboration and general consultation;
  8. carrying out special assignments requested by the Director of Theological Studies;
  9. assist other TS faculty with departmental matters;
  10. supporting the administration of the College through assistance in the general office as needed.

Documentation        

  1. Workflow: documenting workflow details including task lists for all activities in the Theological Studies Program;
  2. Events:  organizing graduate functions, orientation sessions, lectures or events of interest, thesis defenses, and research seminars;
  3. Meetings: documenting agendas and minutes of meetings relating to the Theological Studies Program;
  4. Scholarship and Bursaries: processing scholarships and bursaries decisions;
  5. Budget:  tracking specific budget accounts relating to the Theological Studies Program as may be requested;
  6. Website: working with the Communications Manager to maintain and update the TS pages on the Grebel and UW websites;

B. Graduate Students

  1. responding to inquiries about the TS program;
  2. assisting with recruitment activities;
  3. communicating with applicants in response to their inquiries about application procedures;
  4. communicating with current students regarding matters such as schedules, courses offerings, registration processes, scholarships, applications for Ontario Graduate Scholarships, SSHRC, and other awards, etc.;
  5. assisting international students in processes unique to their situation;
  6. maintaining records for current students and applicants;
  7. processing academic documents such as grade revision forms, proof of funding letters, letters of permission and transcripts;
  8. liaising with the GSPA (Graduate Studies and Postdoctoral Affairs) regarding applications, record keeping, reports, intent to graduate, cross-registrations, scholarships and bursaries and other matters.

C. Affiliated Schools and Institutions

Liaising with appropriate representatives from other institutions (e.g., Toronto School of Theology, Waterloo Lutheran Seminary, Anabaptist Mennonite Biblical Seminary, McMaster Divinity College), the Director of the Toronto Mennonite Theological Centre and the Administrative Assistant of the Toronto Mennonite Theological Centre.

D. A​nabaptist Learning Workshop (in consultation with the ALW Coordinator)                  

  • Registration and record-keeping
    • Monitoring registrations, responding to email and phone inquiries, maintaining filing systems, tracking participation and designing and printing certificates
  • ALW event logistics
    • Organizing event logistics, ensuring supplies and equipment are in place, coordinating food service requests, coordinating room set-up requests
    • For certain ALW events (as determined in consultation with ALW Coordinator), being present at the event to operate registration table and carry out logistical tasks
  • Assistance to the ALW Coordinator
    • Meeting regularly with the ALW Coordinator and providing support and assistance as needed
  • Instructor relations
    • Coordinating logistics and scheduling for Train-the-trainer sessions, organizing contracts and coordinating travel arrangements and accommodations for instructors
  • Student relations
    • Extending invitations to upcoming workshops, tracking bursary requests and coordinating workshop evaluation forms
  • Promotion and marketing
    • Creating and updating email lists and preparing emails to promote items in advance of various workshops and other events
    • Maintaining the ALW website and ALW social media
    • Assisting in the compilation and distribution of the ALW newsletter
  • Meetings
    • Participating in and recording minutes at ALW Steering Committee meetings other ALW planning meetings

E. The Conrad Grebel Review (CGR)

  1. managing the circulation for CGR;
  2. coordinating the mailing of hard copies;
  3. mailing books to reviewers;
  4. maintaining CGR website, including the posting of articles from each issue;
  5. documenting agenda and minutes for CGR Editorial Advisory Committee meetings.

Position Requirements

  1. Support for the identity and mission of Conrad Grebel University College and Mennonite Church Eastern Canada.
  2. Familiarity with University of Waterloo policies and procedures

Education

  1. A Bachelor’s degree or its equivalent
  2. Training in theological studies or related discipline is an asset.

Experience

  1. Training and experience in administrative positions.
  2. Initiative and the ability to work without supervision.
  3. Excellent interpersonal and public relations skills to work productively and collegially with College faculty, staff, and students, University personnel, College constituents, and guests and also ALW students, instructors, and hosts.
  4. Full reliability in matters requiring discretion and confidentiality.
  5. Excellent organizational skills.
  6. Exceptional attention to detail and commitment to accuracy.
  7. Excellent skill in written and oral communication.
  8. Competency in basic statistical analysis and data management

Technical

  1. Strong competence and interest in word processing (Microsoft Word), website maintenance (Drupal and Contribute), spreadsheets (Microsoft Excel), database management (Microsoft Access), registration software (CiviCRM) and on-line learning environments.

Working Relationships

The incumbent will work closely with:

  • TS Director and Faculty

  • Administrative Assistant to the Dean

  • Anabaptist Learning Workshop Co-ordinator

  • ​Coordinator of Applied Studies

  • The Director of Operations of the College is responsible for matters related to contract, benefits, work space, and equipment.

Apply with coverletter and resume to:

E. Paul Penner
​Director of Operations
Conrad Grebel University College
140 Westmount Road North
Waterloo, ON N2L 3G6
eppenner@uwaterloo.ca

Application deadline is Wednesday, April 25, 2018.

Download the job description (PDF)