Administrative Assistant

Description

This administrator is responsible for direct support of the Director of Connections, Outreach & Growth Track Dept. This ministry assistant requires a high level of professionalism, excellent work ethic, well-organized, detail-oriented, discreet, flexible, and excel in communication while exhibiting warmth, friendliness, and enthusiasm. In addition to providing administrative support in all areas, this person will administrate and support the following: Summit Life, Summit Groups, Water Baptisms, Outreach days, Volunteer Trainings/Meetings, and other areas under this department. This person will serve as the first point of contact for all administrative duties for the department.

Workdays are Sundays through Thursdays. Days and hours can vary with events. Some evenings are required.

Responsibilities

Weekly support to the Growth Track Pastor to help administrate and support Summit Groups

and ministries that take place each week.


Summit Groups and Growth Track Classes
• Supports Summit Group Leaders
• Maintain Groups and Calendar in Planning Center
• Acquire weekly attendance and report to the Growth Track Pastor
• Purchase and dispense leader supplies and signage
• Prepare on-campus rooms for groups and classes
• Secure the building on group nights as necessary

Summit Life
• Use and maintain checklists that include, and are not limited to:
• Reserve location and plan set-up for Summit Life
• Connect with volunteers and explain roles and timeline for the evening
• On the day, supervise Set-up, Volunteers, and Tear -down
• Communicate with registrants
• Purchase all supplies and order printed materials
• Maintain inventory of supplies and restock as necessary
• Enter returned paperwork into the Summit Life workflow
• Track and follow up on participant paperwork
• Conduct follow-up calls for status updates
• Update personal information in the church database

Water Baptism/Class
• Work closely with volunteer leaders
• Ensure coordination with facilities for baptism, including water level and temperature
• checks to ensure acceptable conditions
• Track and communicate with registered participants
• Prepare the on-campus location for the Water Baptism Class
• Maintain baptism supplies and keep a well-stocked inventory
• Ensure all towels and other supplies are returned, cleaned, and dry
• Follow up on those who were baptized and invite them to Summit Life Class

Summit Volunteers, Outreaches, and Corporate Events
• Book necessary rooms for Trainings, lunches, and socials
• Supply the necessary supplies for each Volunteer Team
• Provide communication about church-wide events to Volunteer Team leaders
• Provide support and administrative help for Serve Day, Outreaches, and Corporate
• events.
• Provide Administrative support as needed to the Director of Connections, Outreach &
• Growth Track Dept.

Other:
• Submits all purchase orders and purchases for the entire department
• Track all PO's, receipts, and orders on a weekly basis
• Provide weekly coverage at the Summit Church reception
• Other duties as assigned

Qualifications

REQUIRED EDUCATION AND EXPERIENCE
• Must have a strong personal faith in Jesus Christ
• 5-6 years of Administrative support and/or Event Management experience preferred, but not required
• required
• A High school diploma or GED
• Knowledge of Microsoft Office (Word, Excel, PowerPoint) and Office 365
• Familiarity with Planning Center or other church database preferred, but not required
• Excellent organizational/time management skills, including significant attention to detail

COMPETENCIES
• High level of flexibility and always be ready to pivot
• Able to respond to emergent or stressful situations in a calm and professional way
• Will to ask for help and set agreed-upon boundaries
• Strong communicator (verbal and written)
• Support and not fear change
• Establish and maintain professional relationships with all ministries
• Must be able to work on multiple tasks
• Skilled time manager with the ability to prioritize
• Self-starter and independent worker
• Skilled at anticipating the needs of the ministry
• Proactive and have initiative

POSITION TYPE/EXPECTED WORK HOURS OF WORK

Workdays are Sundays through Thursdays. Days and hours can vary with events. Some evenings are required.