Administrative Assistant

Administrative Assistant - Empowering Families for Spiritual Formation

The Administrative Assistant for Empowering Families for Spiritual Formation coordinates the efficient operation of the Empowering Families for Spiritual Formation Lilly Endowment, Inc. grant, handling correspondence, record-keeping, and budgetary management, managing selected events and processes, providing designated logistical and clerical support, and carrying out other duties as assigned. The Administrative Assistant reports to and works alongside the Director for Empowering Families for Spiritual Formation.

The purpose of the Empowering Families for Spiritual formation grant is to partner with churches, ministers, and parents to develop strategies and resources to equip and encourage families to experience regular, substantive, holistic, family-centered spiritual formation. The position is grant-funded. Employment beyond the period of the grant is not guaranteed.

Essential Duties and Responsibilities:

• Provides clerical support for the Empowering Families for Spiritual Formation project, including answering phone calls, handling correspondence, scheduling meetings and appointments, and making travel arrangements for the project as required.
• Develops programs, flyers, and other printed and electronic documents for meetings and events.
• Updates and maintains the Empowering Families webpage on the Campbell website
• Coordinates catering orders and facility reservations.

Financial administration

• Assists with oversight of grant budget. Tracks budget and extra-budget expenditures, including issuing and tracking all Empowering Families purchase order requisitions, check requisitions, travel vouchers, receiving reports, and in-house requisitions.
• Coordinates and communicates with the Office of Sponsored Research Projects for approval of grant activities and spending.
• Coordinates with the University Counsel to develop and administer contracts associated with Empowering Families.
• Collects, reviews, and processes Empowering Families-related credit card reconciliations each month.

Data management

• Researches, prepares, and produces Empowering Families reports as needed.
• Maintains Empowering Families files, including secure storage (both physical and electronic) of sensitive data such as church and participant records.
• Maintains any Empowering Families databases (resources, churches, participants, etc.) created and/or associated with Empowering Families projects.

Additional responsibilities

• Assisting with occasional events and programs off-campus and on evenings and weekends.
• Uphold and abide by Campbell University policies and procedures, including but not limited to Title IX, and Information Security, including but not limited to; HIPAA (if applicable), FERPA and other state and federal mandates.
• Other job related duties, responsibilities and activities may change or be assigned at any time with or without notice.

Education/Experience:

• Associates required; Bachelors degree desirable
• 5 years of experience (15 in lieu of a degree)
• Experience in higher education, church or non-profit, specifically children and family ministry, desirable

Knowledge, Skills, and Abilities:

• Communicate effectively to all groups through both oral and written channels; demonstrate tact, a positive attitude, courtesy, and discretion in dealing with faculty, staff, students, high-level university officials, churches, ministers, family participants, and the public.
• Knowledge of Microsoft Office and ability to learn new software are essential; knowledge of Canva is desirable.
• Maintain strict confidentiality.
• Highly organized and detail-oriented and able to meet strict deadlines.
• Confidence in program and/or event planning and administration.
• Exercise independent judgment in complex and new situations; able to work independently as well as function effectively in a team; willing and able to work in an ever-changing environment.
• Manage multiple, concurrent projects and frequent interruptions.
• Broad knowledge of, or ability to learn, Campbell University and Divinity School policies and procedures, including but not limited to Title IX, FERPA, and ATS accreditation guidelines.
• Some accounting knowledge is desirable.