Current Open Positions


JOB DESCRIPTION: Program Manager SFTS Program in Christian Spirituality and Clinical Pastoral Education Office Support

The SFTS Program in Christian Spirituality

Nearly twenty-five years ago, San Francisco Theological Seminary created its pioneering Program in Christian Spirituality (PCS).  Within the mission of the seminary, the PCS envisions and implements a number of programs that seek to equip women and men to discern and respond to the movement of the Spirit in their own lives and in the world.  The programs and ministries of the PCS include the following:

• Diploma in the Art of Spiritual Direction – DASD (a three-year diploma program that offers training in the arts and skills of spiritual direction)
• Spirituality concentration within the SFTS MDiv program
• Doctor of Ministry degree, with emphasis on Pastor as Spiritual Leader (DMin/PSL)
• Diploma in Spiritual Formation Studies
• Center for Nature and Christian Spirituality (a partnership program with Westminster Woods)
• Together in the Mystery (a training program in supervision for spiritual directors)
• Spirituality retreats, including an annual summer Preachers Retreat (Before the Cradle and Beyond the Cross) and an annual wilderness quest (Sacred Quest)
• Coordination of sabbatical retreats for pastors on campus
• Support of the retreat programs of Companions on the Inner Way
• Outreach programs to and with the local churches
• Support for various other spirituality programs of the seminary

Participants in these programs include pastors, laypersons and other professionals who serve the church all across North America and beyond.

The Program Manager Position

SFTS seeks a Program Manager for the Program in Christian Spirituality who will work closely with the Director of the Program in Christian Spirituality in order to carry out the mission of the Program and to effect its concrete implementation.  A major annual focus of the work of this position is the January Intensive session of the DASD and DMin/PSL. A major focus of the work in July is the annual preachers retreat.  In the coming year/s, the Program Manager will also work alongside the PCS Program Director in developing new programs for students, pastors, laity, spiritual directors, and supervisors of spiritual directors.

The Program Manager also supports and coordinates the admissions processes of the seminary’s Clinical Pastoral Education (CPE) program, working closely with the Director of that program.

Preferred Qualifications:

• Ability to manage and coordinate all aspects of program implementation
• Ability to greet others graciously and communicate effectively on behalf of the Program
• Ability to contribute to the educational goals of the Program
• Proficiency with computers and skills necessary to effectively use Microsoft Word and Outlook, is willing to learn Access and Excel as needed
• Demonstrated facility with web design and management, including the use of social media (e.g., Facebook)
• An understanding and skill in the ministry of spiritual direction, as well as in the supervision of spiritual directors
• Ability to communicate effectively and sufficient mastery of the English language to be able to compose letters, take minutes at meetings, etc.
• High degree of organizational skills and filing abilities
• Willingness to do the variety of tasks necessary for the effective work of the program, e.g., shopping, providing refreshments for meetings, copying, etc.
• Skill and ability to work with and within a specified budget, and keep accurate financial records
• Responds to direction as appropriate  
• Ability to handle confidential materials and conversation responsibly
• Skill and ability to collaborate successfully with seminary staff colleagues, program partners and staff, and program participants

Relationships and Accountability:

The Program Manager for the Program in Christian Spirituality is primarily accountable to the Director of the PCS, and his/her specific tasks are delineated by the Director.  However, this person also works collaboratively with various staff members of the Program in Christian Spirituality, as well as other seminary personnel as appropriate and as defined by the SFTS employee handbook.  With regard to CPE, the position collaborates and works under the direction of the Director of the CPE program.

Responsibilities related to the Program in Christian Spirituality:

The primary responsibility of this position is for the management and administration of the programs of the Program in Christian Spirituality, in collaboration with other seminary staff, program staff, and program partners.  Responsibilities include the following:

Communication

• Supports prospective students and program participants in discernment and the admissions/registration process
• Sends out application packets in response to telephone and written inquiries
• Tracks communication with those who inquire about the programs
• Responds to incoming program email and answers the office phone, directing communication to the appropriate person(s)   
• Sends out mailings/emailings of letters and materials to students and staff as needed
• Composes such letters where and when appropriate
• Manages database for & coordinates e-mailing of “Spirit Rustlings” bi-annual  e-newsletter
• Manages Program’s webpage, Facebook page, and other internet communications, in collaboration with the PCS Director and the SFTS communications department
• Oversees and manages the programs online materials and communication related to the supervision component of its DASD, working closely with the programs Co-Directors of Supervision
• Helps prepare annual fundraising appeal letter and mailing

Finances

• Administers program budgets, in compliance with seminary financial policies and procedures
• Processes payments, reimbursements, invoices, tax forms and other business payments and documents, pursuant to the financial policies of the seminary and in collaboration with the Business Office
• Prepares contracts for contract workers
• Handles orders and purchases of CDs and sheet music produced by the program, reimbursement of royalties, and record keeping for these transactions
• Receives application fees and student housing and tuition deposits
• Purchases refreshments and supplies for January intensive

Advertising

• Collaborates with the PCS Director and SFTS communications department in planning, designing, and placing advertising
• Monitors advertising placements
• Works with SFTS communications department to update program brochures

Housing

• Works with Director of Conference Services, Director of Student Housing, staff members, and students to determine and place students and on-site staff members in appropriate housing for January intensive and other on-campus program events
• Deals with all housing issues that arise during the January intensive with the appropriate responsible persons, e.g., Director of Conf. Srvcs., Maintenance Department, etc.

Preparation of Materials

• Prepares and copies files for admissions committee meetings
• Copies (with student help) all necessary materials for the January intensive
• Updates materials from year to year as needed, e.g., supervision materials, application materials, etc.
• Works with instructors, seminary staff, and outside vendors in the printing of course readers and student pictorial directory
• Prepares staff binders with lists and schedule for January Intensive
• Assembles student program folders

Filing and Database Maintenance

• In conjunction with Director of Program, maintains up-to-date student files in compliance with seminary policies
• Keeps general files in order
• Maintains database of students, graduates, staff/faculty, and program supporters
• Starts application files and receives application forms and materials

Record Keeping

• In conjunction with the Director of the Program, records student grades in individual files, on hard copy, and in electronic files
• Returns graded papers to students
• Communicates student grades to SFTS Registrar

Meetings

• Meets regularly with Program Director
• Attends monthly SFTS staff meeting on behalf of the PCS
• Staffs PCS/DASD Admissions Committee Meetings
• Staffs PCS Advisory Board Meetings

Oversight
Prepares paperwork for HR for seasonal/student workers, and oversees seasonal/student workers in July, December, and January to:

• Help prepare materials for July pastors’ retreat and the January intensive
• Create environment for morning and evening prayer
• Purchase food for snacks
• Put out snacks, replenish coffee pots, etc., daily
• Set up and replenish art supplies in classrooms
• Clean out and prepare supplies to be used for January

Other

• Tends to daily office needs, e.g., order paper supplies, etc.
• Sends out mailings about books, graduation, etc.
• Coordinates DASD/PCS graduation events and commencement planning
• Prepares contracts for contract workers
• Arranges small groups and locations for small group meetings
• Reserves space and submits plan for arrangement of space on campus for January Intensive and other PCS programs
• Sends out thank you letters for end-of-year donations for the DASD program
• Helps plan and host Fireside Chat events twice a year
• Participates in seminary events, worship, and programs on behalf of the PCS
• Provides a ministry of spiritual direction/supervision to SFTS community as available and appropriate.

Responsibilities related to the CPE Program:

• Supports prospective students and program participants in discernment and the admissions/registration process
• Sends out application packets in response to telephone and written inquiries
• Tracks communication with those who inquire about the programs
• Works with the Director of the CPE program in developing communication materials (i.e., web, brochures, mailings), and in collaboration with the seminary’s communications department.

Conditions of Employment

• This position is “non-exempt”.  Although the presumption is that the successful applicant will work full-time, with the appropriate skills and experience it may be possible to accomplish the position’s requirements at an average of 30 hours per week.
• Flexible Work Schedule:  This position requires a flexible arrangement of work hours.  For example, many more hours are required prior to and during the January intensive and during retreat events than at other times of the year.  The specific scheduling of hours will be worked out with the Director of the Program in such a way that respects both the needs of the employee and the demands of the job.
• Application Deadline:  April 2, 2012.
• Starting Date:  July 1, 2011.

San Francisco Theological Seminary is an Equal Opportunity Employer.

Contact:
Rev. Sam Hamilton-Poore, D.Min.
Director, Program in Christian Spirituality
San Francisco Theological Seminary
105 Seminary Road
San Anselmo, CA  94960
415-451-2816
shamiltonpoore@sfts.edu