Administrative Coordinator, Spiritual Development

DIVISION OF STUDENT DEVELOPMENT Department: Spiritual Development Supervised by: Dean of Spiritual Development Supervision of Others: 8-12 student workers Work Requirements ● Part-time – 20 hours/week, 10 months per year ● This position requires physical attendance at Biola’s campus in La Mirada, California ● Hours can be adjusted outside of normal working hours for special events, as negotiated with or assigned by supervisor Primary Roles: 1. Execution of Chapel Records processes 2. Management and stewardship of Chapel Records budget 3. Administrative support for the Spiritual Development office and programming, including Torrey Conference and Biola Shares 4. Supervision and development of student workers Alignment with Theological Positions: The person who fills this position must be someone who personally agrees with Biola’s Articles of Faith and Statement of Biblical Principles and who is supportive of the positions taken by Biola as contained in its Eschatology Teaching Position. As such, this person may not speak against or act in a manner inconsistent with these positions during the course of their employment at Biola. Chapel Records (70%) Chapel Attendance Compliance: Maintain and manage the iAttended system to track chapel attendance and ensure students meet credit requirements. Oversee updates to student registrations, chapel waivers, and adjustments to chapel and conference requirements for specialized student groups (e.g., graduating seniors). Review and process attendance reduction requests and waivers, meeting with students as needed to address concerns and communicating with appropriate departments. Enforce chapel attendance policies, ensuring students maintain compliance and manage related disciplinary procedures. Process chapel fines and coordinate with Student Accounts to ensure proper enforcement. Maintain detailed records, manage tracking spreadsheets, and handle chapel-related inquiries from students and staff. Communicate updates and announcements regarding chapel and chapel credits to the appropriate students. Data Management and Logistics: Oversee maintenance of accurate and updated chapel and conference attendance records for approximately 4000 undergrad students attending an average of 24 events per semester. Maintain accurate and updated records related to chapel fines and reversals each semester. Monitor Chapel Records operating budget and related general ledger tracking and reporting. Research, implement, maintain and troubleshoot efficient electronic monitoring options that record student chapel attendance, to streamline financial costs and enhance student experience. Customer Service: Provide support and service to undergraduate students, parent, and external organization inquiries (in person, via email or phone) concerning the status of their chapel attendance profile and related requirement questions. Evaluate, research and render decisions on student appeals for chapel waivers. Management: Recruit, hire, train and supervise student workers. Coordinate Torrey Conference Volunteer Scanners and Ushers before and during the conference. Participate in the spiritual growth, development, care and support of student workers and student leaders. Cross-Department Collaboration: Maintain policies and procedures regarding the chapel requirement and failure to achieve the requirement, in collaboration with the accounting office. Provide support and service to academic departments requesting Department Chapel Credit, including chapel attendance reporting. Work with Cook Missions Conference Staff early each Fall semester to offer recommendations for Cook Missions. Conference communication (website and brochure language), volunteer credit submissions and logistics for training and placing of volunteer chapel attendance. Spiritual Development Administrative Support (30%) Administrative assistance to Spiritual Development staff: Provide a welcoming presence for the front desk of Spiritual Development and guide students, parents, and other guests to the various functions of the department. Coordinate payment for chapel speakers with the Associate Director of Chapel Programs and accounting areas of the university. Work with the Dean of Spiritual Development and leadership of the department to oversee and execute the logistics and programs for the annual Torrey Memorial Bible Conference. This includes contracts with Legal, coordination with Facilities Event Services, Chapel Records, worship teams, speakers, conference participants, volunteer staff and ushers, speaker care, additional resources, and Spiritual Development staff and student leaders. Maintain website with accurate information. Order and coordinate food for various departmental events, stewarding budget and resources, including Biola Shares. Support staff on correspondence, reports, appointment scheduling, purchasing supplies, mail sorting, printer and computer maintenance, travel booking, room reservations, purchase orders, etc. Maintain various communication platforms: Spiritual Development Website, Spiritual Development Chapel calendar, Web Manager, My Biola, Parent Newsletter articles to ensure appropriate education of the Biola Community on Spiritual Development offerings, including appropriate levels of communication to students, faculty, staff and parents. Provide special event assistance as needed, including order and setup for supplies or refreshments for meetings, arrange logistics for office staff travel. Supply dean with information, web-research, documents and briefs of various kinds as needed for meetings and strategic planning. Accounting Management: carry out certain financial transactions, including reimbursements, requisitions, purchase orders, Comdata reports, Concur, etc. Identify opportunities for improving operational processes to improve performance and/or reduce costs in labor, printing, and supplies. Assist student leaders with various purchasing, accounting, campus coordination and risk management forms. Assist in chapel media coordination, development, execution, and management. Other Responsibilities Meet as needed with Dean and staff (for collaboration/communication purposes). Maintain a lifestyle in consonance with sound Christian principles and those held by the institution. Encourage a positive atmosphere that promotes diversity and serves the unique needs of a multi-ethnic, international student body. Attend chapels as needed to carry out oversight. Qualifications Must be an experienced, self-motivated and independent worker who values consistency in work habits. Adaptable to change while maintaining composure and effectiveness under pressure. Able to maintain strict confidentiality. Able to work well with staff and students on varying subjects and projects. Able to organize, prioritize and generate work quickly and accurately. Able to multi-task and focus in a high-traffic environment. Strong oral and written communication skills. Mac computer experience required, as well as familiarity with Microsoft Office Suite (particularly Excel) and ability to navigate databases and specialized software experience.