Torrey Honors - Administrative Assistant to the Director
Reporting to the Director of the Torrey Honors Institute, the Administrative Assistant provides support to the Director and is the primary point of contact for internal and external constituencies on matters that pertain to the office of the Director. Working closely with the Director, this person will ensure the department operates smoothly and efficiently, keeping lines of communication open between the Director and the department faculty and staff. This person also champions, coordinates, and executes all departmental events from conception to completion, managing multiple event budgets and timelines, and overseeing a number of student and staff volunteers.
Administrative Support (50%)
- Completes a broad variety of administrative tasks for the Director, including: managing an
extremely active calendar of appointments; completing expense reports; preparing
correspondence that is sometimes confidential; arranging complex and detailed travel plans,
itineraries, and agendas; and compiling documents for travel-related meetings.
- Plans, coordinates, and ensures the Director’s schedule is followed and respected. Provides
“gatekeeper” role, creating win-win situations for access to the Director’s time and office
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the
department and the Director, including those of a sensitive or confidential nature.
Determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the Director’s office and the rest of the
university, demonstrating leadership to maintain credibility, trust, and support within the
- Provides leadership to build relationships crucial to the success of the organization, and
manages a variety of special projects for the Director, some of which may have organizational
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through
on projects to successful completion, often with deadline pressures
- Develops data processing and administrative systems such that the needs of the department
are met organically, without delay or hassle, commensurate to departmental growth
- Assists the Director with any growth initiatives, including researching and preparing
materials for responsible constituencies
- Assist with needs that arise for faculty, staff, and student workers in the seas of Human
Resources by monitoring relevant timecards and staying informed of university happenings
Event Planning (35%)
- Lead planner and chief executor of all department events, prioritizing those events which
impact the academic and spiritual life of students and faculty, facilitating a high level of
faculty-to-student interaction outside of class, which evolves into strong loyalty among
students and alumni.
- Convocation (Fall): annual department chapel, requiring management of 25
volunteers, coordination with multiple on-campus departments, and implementation
of $500 budget; 400 expected attendance.
- Hermeneutics Conference (Fall): mandatory fall academic conference requiring
acquisition of event speakers, coordination of student workers, and coordination with
select on-campus departments; 150 expected attendance.
- Christmas Party (Fall): annual all-student party, requiring coordination of itinerary,
management of staff and 10 student volunteers, coordination of all necessary
constituencies, and implementation of $500 budget; 400 expected attendance
- G. Campbell Morgan Theology Conference (Spring): mandatory spring academic
conference requiring acquisition of event speakers, coordination of student workers,
and coordination with select on-campus departments; 150 expected attendance.
- Senior Brunch (Spring): annual celebratory lunch for all seniors, requiring
management of 4 student volunteers, coordination with select on-campus
departments, and implementation of $1000 budget; 100 expected attendance
- Commencement (Spring): annual graduation ceremony specific to Torrey Honors,
requiring immense attention to detail, management of department staff and 10
student volunteers, coordination with multiple on-campus departments, a high level
of professionalism in correspondences with upcoming graduates and their families,
and implementation of $5,000 budget; 700 expected attendance.
- Faculty High Tables (Year Round): biannual faculty discussion of pedagogy, requiring
coordination with department staff and coordination with on-campus departments.
- Main coordinator of the annual Torrey Cambridge abroad program
- Develops itinerary with the Director and secures all necessary deposits and
- Keeps all financial records of trip expenditures, both pre- and post-trip
- Facilitates student registration and advises prospective students
- Ensures program is operating at a sustainable level, given the supply and demand of
the department’s enrollment needs
- Facilitates rapid and consistent financial wrap-up post-trip, in accordance with
- Entrepreneurial thinking to develop any new events, either organically as the department
grows, or by locating areas for increased community building, from conception to completion
with the consultation of the office of the Director
Faculty Support (20%)
- Coordinates logistics of monthly departmental bicameral meetings by securing room
reservations, ordering catering, developing agenda with the Director, and keeping minutes
- Secures room reservations for monthly house meetings
- Coordinates annual faculty evaluation meetings by collecting student survey data; gathering
data reports for disbursement to faculty, house chairs, and the Director’s office; and
scheduling evaluation meetings for each faculty member
- Manages onboarding for new faculty and staff, ensuring all relevant access and training for
- Manages all faculty and staff departures
- Coordinates departmental faculty retreat, when applicable
- Oversees communication, deadline reminders, and policy alignment between the Office of
the Director and various Faculty Service Assignments or Working Groups
- Education: bachelor’s degree or demonstrated experience commensurate with qualifications
- Management skills: requires the ability to problem-solve, multitask, and manage a budget;
must be confident, dependable, honest, and able to maintain confidentiality, must have
expert level written and verbal communication skills and strong interpersonal skills
- Personal Qualities & Characteristics: must be a resourceful team-player with the ability for
effective independent work; must be professional, have strong interpersonal skills, disciplined, time-oriented, and
have extreme attention to detail
- Computer Skills: Word processing and technical skills in Microsoft Office Suite (Word and
Excel in particular) and Google Apps is essential.
Supervision Received: Director, Torrey Honors Institute
Hours per week: 20
Months per year: 11