Director of Administration, EfM

Primary Function:

The Director of Administration provides strategic leadership and operational oversight for the administrative and financial systems that support Education for Ministry’s academic, programmatic, and community life. This position serves as a vital bridge between internal university systems and the broader EfM network across the Church, ensuring accurate data management, system integration, financial stewardship, and reliable access to program information.

The Director of Administration safeguards institutional integrity by overseeing database systems, supervising administrative staff, maintaining financial accountability, and strengthening operational processes that sustain EfM’s mission.

This position works with considerable independence and self-direction. Only the general direction and scope of the work to be accomplished are discussed with the supervisor.

• Career Band: 2C
• Salary

Typical Duties & Responsibilities:

• Maintain,support, and optimize the EfM Slate database to ensure accurate, timely, and secure data management.

• Oversee the integration and functionality between Slate (and Radius CRM within the Programs Center) and the University’s campus-wide Banner system.

• Maintain regular communication with university database administrators and support staff.

• Serve as the primary point of contact for troubleshooting database issues.

• Monitor data corrections to ensure accuracy and proper proofing of all changes.

• Design and produce reports as requested by program directors and administrative staff, including monthly and quarterly statistical reports.

• Develop, document, and maintain workflows, procedures, and policy manuals in compliance with university data standards.

• Train and support program staff in the use of Radius CRM, Slate, and Higher One online payment systems.

• Advise senior administrative staff in establishing and maintaining data entry standards consistent with university policies.

• Maintain comprehensive and up-to-date EfM records for:

  • Participants

  • Mentors

  • Diocesan Coordinators

  • Trainers

  • Facilitators

  • EfM Alumni/ae Association members

• Ensure accurate reporting and appropriate data access for program operations, strategic planning, and communications.

• Check EfM group enrollments for accuracy and completeness.

• Oversee processing of book orders.

• Verify mentor accreditation and process monthly honoraria payroll (October–May).

• Verify EfM Alumni/ae Association payments and maintain accurate alumni records.

• Serve as a primary administrative resource for program stakeholders regarding records, systems, and data inquiries.

• Support continuity and institutional memory through consistent and careful data stewardship.

• Maintain basic financial records for the EfM Program Center.

• Process EfM tuition and accounts receivable updates.

• Analyze and reconcile monthly accounting reports; prepare and submit necessary journal entries.

• Prepare invoices, expense reports, Form 19s, and related financial documentation for submission to Accounts Payable.

• Act as financial liaison with the Treasurer’s Office of the University.

• Generate and distribute monthly reports of accounts receivable and invoices to appropriate persons/offices.

• Receive notifications of failed mentor direct deposits from the Treasurer’s Office; contact mentors for updated information; and provide monthly reports to Registration Specialists and Accounts Payable.

• Assist the Director in the annual budgeting process for EfM.

• Prepare year-end reconciliations and reports for submission to the Treasurer’s Office, including required adjusting entries.

• Supervise and evaluate two full-time registration and data entry staff members and one seasonal temporary employee during peak registration (August–October).

• Monitor workflow, especially during high-volume periods, and redistribute tasks as necessary.

• Conduct annual performance reviews.

• Approve bi-weekly employee time sheets.

• Exceptional attention to detail and commitment to data accuracy and confidentiality

• Strong financial acumen and understanding of accounting processes

• Ability to manage complex database systems and institutional integrations

• Capacity to supervise staff and coordinate workflows effectively

• Clear, professional communication skills

• Service-oriented mindset with the ability to collaborate across ecclesial and university contexts

• High degree of organizational integrity and discretion

The Director of Administration reports directly to the Executive Director of Education for Ministry and collaborates closely with University partners, including the Treasurer’s Office and Information Technology services.

Machines & Equipment Used:

Personal computer, scanner, calculator, telephone, fax, copier; general office equipment

Student Contact:

Some contact with seminary students and student workers

Internal(Operations Committee, Faculty, Administrative department heads)

Daily contact with School of Theology staff; seasonal contact with temporary workers; regular contact with university staff in accounts payable; frequent contact with database administration staff; daily email and phone contact with EfM mentors

External(Regents & Trustees, government officials or agencies, visitors, parents, other institutions, colleges, or companies, suppliers)

Provides answers to requests for general information from visitors and on the telephone

Experience: