Grace Fellowship Church Student Ministries Administrative Assistant Job Description

Grace Fellowship Church Student Ministries Administrative Assistant Job Description

Grace Fellowship Church
Student Ministries Administrative Assistant
Job Description / Responsibilities

Position: Student Ministry Administrative Assistant
Reports To: Student Ministries Pastor
Type of Position: Part Time (25 hrs/wk)

One Line Unique Purpose/Responsibilities of the Position:Supportthe staff leadership of GFC Student Ministries through effective and efficient completion of administrative tasks.

Qualifications:

  • Devoted Christ-follower - Growing Personally in their relationship w/ Jesus Christ
  • Christ Driven Passion for Student ministry
  • Spiritual gifts desired: Administration, Exhortation, Serving
  • Teachable, self-motivated, ability work independently as well as with other ministry teams.
  • “People” person – proven ability to balance people and task priorities
  • Proficient experience in use of Microsoft Excel, Word, Outlook and Publisher
  • Understanding of membership tracking software and programs preferred
  • Understanding of social networking sites preferred
  • Possess good communication and organizational skills. Multi-tasking ability is a must.
  • Ability to maintain a professional manner/attitude esp. when working with staff and parents

Required Work Skills

  • Flexibility: Ability to be flexible in task assignments in a changing and dynamic work environment.
  • Cooperativeness: Ability to cooperate with other ministries and staff with helpfulness and collegiality.
  • Learner: Willingness to learn new skills, systems and processes as ministry and technology needs dictate.

PRIMARY RESPONSIBILITIES:

  • Finances
  • Facility
  • Communications
  • Admin / Office Support for Staff Pastors
  • Shepherding Student Ministry Data
  • Link to GFC Operations / Systems
  • Support Shepherding/Leadership of Volunteers

Details:

  • Serve as the Student Ministry (SM) liaison to the GFC Operations and Finance departments.
  • Manage the SM expenses through provided software (Intacct)within budget guidelines; keep the team informed about spending limits.
  • Use church database (Ministry Platform)to provide for accurate attendance, student & parent records, email, needed volunteer positions, event scheduling / registration / payment.
  • Use facility scheduling software (Virtual EMS) to schedule event (onsite & offsite) and reserve needed rooms during ministry year.
  • Manage SM facility usage EMS and facility needs through the appropriate channels.
  • Support SM leadership with financial management
  • Complete Monthly credit card reports for Student Min. staff team
  • Check requests for staff/volunteers and other vendors
  • Reimbursements through Bill.com
  • Compliance with all GFC financial protocol
  • Manage the Student Ministries Calendars looking for weekly conformation about room availability and looking for any conflicts with middle school, high school, college ministry and any other GFC ministry
  • Be SM liaison to GFC communication systems; bulletin, website, email, postal mail, social media, etc.
  • Support SM staff with effective and timely communication to all constituency groups (i.e. parents, leaders, volunteers and students)
  • Develop and distribute monthly SM Newsletter, calendar, and special communications.
  • Return phone calls, emails, written notes on behalf of staff
  • Develop and train volunteers in special event registration process.
  • Manage and execute volunteer security screening process.
  • Administrative leadership of ministry volunteers - Meet with leaders and groups to delegate responsibilities and empower lay leaders
  • Support SM staff as they recruit, train, and employ volunteers throughout SM ministries.
  • Attend ministry team events, team staff meetings and church staff meetings as required.
  • Provide hospitality for SM meetings and events

Working Hours and Conditions:

Business hours and exceptions

25 hours a week

Tentative Schedule:

Mon-Thurs. 9:00 AMto 2:30 PM

Friday & Saturday: Off

Sunday 8:30 AMto 9:30 AM5:00 PM to 8:00 PM

Role includesseveral weekend retreatsfor MS and HS as well as other evening/weekend meetings/events.

Overtime from special events, retreats or holidays to be compensated with time off.

Working environment

Works in an open setting in the Student Ministry Suite with desk, computer, phone and files close by.

Works closely with SM staff team and volunteers, as well as other GFC staff.

Other GFC All-Staff Expectations:

  • Attend scheduled All-Staff meetings and yearly Staff formation retreat
  • Use Outlook software to integrate work schedule, reply to meeting requests, etc
  • Attend all GFC global leadership (ministry team) gatherings (Support event as needed)
  • Serve as volunteer/team leader at Christmas and Easter services (One slot for PT, Two slots for FT staff)
  • At weekend services, save close-in parking spaces for guests & members
  • Respond to voicemail requests promptly – at most within 24 hours

Salary:

Varies based on experience and capability. To be discussed in hiring process.

Interested? Please send resume and cover letter to JP Kahnert at

Please include your name and “Student Ministry Admin Applicant” in the subject line.

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