Administrative Assistant to the Director of Global Outreach

Department and Employee Name: Global Outreach

Reports To: Director of Global Outreach

Exemption Status: Exempt Non-Exempt

Prepared By/On: Clay Collier

Approved By:

Approved Date:

SUMMARY

Work under direct supervision of the department head in an administrative capacity; which may include duties handling meetings and/or itinerary schedules, registrations, compiling and organizing data for departmental use, and other ministry projects directed by the Director of Global Outreach. Excellent oral and written communication. Effectively represents department to broad array of contacts in and outside of Bel Air, maintains positive rapport with networks and other departments. Demonstrates high team morale, acquires leadershipskills and applies those on a daily basis. Develops reputation as a reliable/dependable partner to management, colleagues inside/outside of department.

NON NEGOTIABLE:

•Live the Bel Air mission, vision and values

•Highly collaborative, motivated, and team focused in a fast paced environment

•Emphasizes team, multiplies networks within the community, self starter

•Works well in a learning, dynamic and constantly changing environment

•Problem solver not a “problem bringer”

•Conceptually “gets” social media

MEASURABLES:

•High quality of Service Levels

•Judgment

•Development and Mentorship

•Teamwork and Positive Working Relationships

•Adaptability and Emotional Intelligence

•Attendance: Dependability and Reliability

•Initiative and Creative (Problem Solver/Strategic)

•Interpersonal Communication

•Organization, Planning and Productivity

ESSENTIAL DUTIES AND RESPONSIBILITIES
  • Work under the Director to manage social media accounts
  • Create, update, and monitor event registrations.
  • Responsible for income/revenue spreadsheets for paid registrations. Follow up with registrants based off agreed upon payment schedules.
  • Organize food for meetings, events, and retreats.
  • Organize needed meeting spaces.
  • Send out emails to specific groups based off the life of the ministries overseen by the Director.
  • Gather and disseminate information for regular email communication with groups and teams overseen by the Director
  • Help organize the creation of promotional materials in partnership with the Communication Department.
  • Help organize the creation and printing of training materials for mission leaders and the outreach committee.
  • Alongside the Coordinator, help organize the creation and printing of mission trip materials for teams.
  • Do background research (i.e. locations, prices, etc.) and provide administrative support for proposed department initiatives under the Director.
  • Organize and submit accounting for Director’s credit card statement.
  • Create check requests as needed in the department.
  • Work under the Director to continually refine department processes with an eye towards increased organization.
  • Collaborate with the Director and Coordinator one departmental projects and initiatives.
  • Set up meetings as needed by Director.
  • Work with communications department and on ProPresenter to create weekly slides for Young Adult Ministry
  • Operate ProPresenter for Young Adult Ministry meetings or organize a volunteer to do so.

POSITION REQUIREMENTS

Qualifications: Must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience: High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.

Language Skills: Ability to read and comprehend complex instructions, correspondence, and memos. Ability to write lengthy, professional correspondence.Ability to effectively communicate complex concepts in a clear and fluid manner in one-on-one and small group situations to stakeholders of the organization.

Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Reasoning Ability: Ability to understanding and carry out detailed, complex conceptual, written or oral instructions. Ability to creatively and efficiently handle problems involving complex variables in varying situations using business acumen.

Computer Skills: Knowledge of Microsoft Applications with emphasis on Excel, Word, and Outlook.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee is frequently required to use hands to finger, handle, or feel. The employee is occasionally required to stand and walk.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

Employee Signature: ______Date: ______