Sr. Coordinator of Seminary and Graduate Programs

POSITION SUMMARY

The Sr. Coordinator of Seminary and Graduate Programs provides administrative and operational support for The King's Seminary and the Jack W. Hayford School of Graduate Studies, including the Master of Arts in Marriage and Family Therapy (MFT) program. This position partners closely with the Seminary Dean and faculty to support program effectiveness, communication, and continuity of records.
The role is responsible for maintaining program records and meeting documentation, coordinating calendars and communications, and supporting the Seminary Dean in the day-to-day operation of Seminary and Graduate programs.
This position plays a key role in advancing the mission of the University by supporting the operational success, growth, and continuous improvement of seminary programs.
RESPONSIBILITIES
The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties and responsibilities noted herein, however, this list represents examples only, and is not a comprehensive listing of all functions and tasks performed by positions found in this job description.

POSITIONS SPECIFIC RESPONSIBILITIES
Records & Documentation
- Maintain accurate digital records for the Seminary and Graduate programs.
- Take notes and minutes for seminary and department meetings (e.g., GAC, TKSAC, Program Reviews, ATS-related meetings, and the Seminary Working Group), and write reports on seminary and department events.
- Summarize, organize, and collate meeting notes, and develop and maintain a standard format for notes and minutes.
- Maintain an ongoing record of completed and in-process work, including time committed to tasks, to support workload planning and continuity.
Calendar & Scheduling
- Coordinate the calendar and course scheduling for the Seminary and the MFT program, providing faculty with timely alerts on academic deadlines, Seminary/MFT events, and university dates.
- Make calendar recommendations at program-level meetings (e.g., Insight Meetings).
Faculty & Adjunct Support
- Support the Seminary Dean, Department Chairs, and Core faculty by making meeting materials and calendars available, tracking key dates and deadlines, and offering recommendations based on work experience.
- Assist with special projects as needed (e.g., supporting the ATS self-study and updating the seminary faculty and program webpages).
- Support seminary and MFT faculty by communicating important dates and deadlines and directing them to the appropriate staff or department for questions, offering recommendations based on work experience.
Student Support
- Communicate important dates and deadlines to seminary and MFT students, and direct students to the appropriate faculty, staff, or department for questions. Faculty retain responsibility for student welcome communications, program updates, and department announcements.
Events
- Oversee logistics and coordination for seminary, department, and MFT events, interfacing with university departments involved in event execution.
- Direct students assigned to support events, provide event communications, and write post-event reports in the required seminary/department format.
Systems & Process Improvement
- Identify operational inefficiencies and workflow gaps within Seminary and Graduate program administration.
- Recommend solutions in collaboration with the Seminary Dean, Department Chairs, and other partners.
- Assist in implementing improvements that enhance efficiency and coordination.
- Contribute to sustainable systems that support ongoing program effectiveness.
Accreditation, Compliance & Reporting
- Assist the Seminary Dean with documentation for accreditation, audits, and reporting (e.g., TRACS, ATS, DOE).
- Support assessment processes through data collection and reporting.
- Assist in preparing accreditation and program review materials.
- Ensure accurate and organized recordkeeping aligned with accrediting standards.
Administrative Coordination & Collaboration
- Coordinate purchasing, expense tracking, and administrative processes for Seminary and Graduate programs.
- Support cross-departmental coordination for program operations and initiatives.
UNIVERSITY-WIDE RESPONSIBILITIES
- Model core organizational beliefs and values; communicate openly and effectively within and across departments. Establish and maintain professional communication and ensure that all interactions are supportive, courteous, and respectful.
- Utilize effective communication skills to present information clearly and professionally both internally and externally.
- Participate in professional development activities aligned with university, departmental, and individual goals.
- Maintain accurate and complete records as required by governing entities (DOE, TRACS, ATS, etc.).
- Attend and participate in chapel, faculty meetings, and staff meetings, and serve on committees as required.
- Comply with all policies, operating procedures, legal requirements, and directives.
Supervisory Responsibilities (If applicable)
- May direct student workers assigned to support seminary and MFT events.
QUALIFICATIONS
Education
 
- Bachelor’s degree required, or an equivalent combination of education and relevant work experience.
Experience
- 3–5 years of administrative, program coordination, or higher education experience
- Experience supporting academic programs or faculty leadership preferred

Organizational & Cultural Expectations
At The King’s University, every employee is expected to actively support and advance the University’s mission to integrate Biblical education and practical ministry to shape Spirit-formed individuals who follow Jesus, serve His Church, and are sent to impact the world, by living out our Christ-centered culture in daily work and relationships.
Employees are expected to operate in alignment with The King’s Culture, demonstrated through the following shared expectations:
- Spirit-Formed Leadership
Demonstrates a growing, authentic Christian faith marked by integrity, humility, teachability, discernment, and trustworthiness. Leads self and others in a manner that reflects Christ’s character, embraces accountability, and pursues continual personal and spiritual growth.
- Courageous Collaboration
Works effectively and respectfully with others across diverse backgrounds and perspectives. Communicates honestly, adapts to change, takes appropriate initiative, and contributes to unity through grace-filled relationships, thoughtful risk-taking, and a commitment to shared goals.
- Gracious Servant
Approaches work with humility, compassion, and excellence. Takes ownership of responsibilities, serves others with a Christ-like heart, manages time and resources responsibly, and consistently seeks to honor God through faithful stewardship and professional conduct.

All employees are expected to model these competencies in their interactions with students, colleagues, leadership, and external partners. These cultural expectations guide how we hire, develop, evaluate, and support our community as we work together to reflect Christ in all we do.

Additional Competencies
- Strong program management and organizational leadership skills
- Ability to exercise independent judgment and decision-making
- Excellent written and verbal communication skills
- Strong project management and event coordination abilities
- Advanced organizational skills and attention to detail
- Ability to manage multiple priorities and deadlines
- Proficiency in Microsoft Office Suite and academic administrative systems
- Ability to maintain confidentiality and handle sensitive information
- Strong interpersonal and collaboration skills across departments
Other
- Valid Driver's License
- Criminal Background Verification
Mental/Physical/Environmental Demands
- Maintain emotional control under stress
- Frequent standing, stooping, bending, pulling and pushing
- Occasional prolonged and irregular hours
- Lift up to 15 lbs.