Administrative Assistant, Faith & Action Project

Job Description

Job Description

Position Title:  Administrative Assistant - Faith & Action Project

Department:  Community Relations

Reports To:  Director, Faith & Action Project

Classification:  On-site, Part-time, Hourly, Non-Exempt, 10 hours per week (2 or 3 days; work schedule can be flexible)

Starting Pay: $23.00 - $25.00 per hour

ABOUT Christian Theological Seminary – Two Schools One Mission

CTS is a fully accredited ecumenical academic learning community offering graduate programs through its School of Theology and School of Counseling, as well as accessible mental health services through the Counseling Center. Additionally, it collaborates with the Faith & Action Project to mitigate poverty. Located in Indianapolis, IN. Related to the Christian Church (Disciples of Christ), we welcome people of all denominations, faith expressions, and spiritualities. Our community diversity helps us create an intellectually rigorous, spiritually formative, and emotionally supportive education that equips our students to go into the world and serve―whether that's in the church or broader community.

JOB SUMMARY: Are you someone who is organized, service-minded, and detail-oriented? The Faith & Action Project is seeking a dedicated Administrative Assistant to help support work that brings faith communities and community partners together. This part-time role is ideal for someone who enjoys coordinating the details behind successful events.

The Administrative Assistant for the Faith & Action Project provides administrative, logistical, and project support to the Director and assists with the successful coordination of the project's events, community outreach, and other key engagements.

ESSENTIAL FUNCTIONS

Grant Program Administration

• Maintain the grants calendar and track key deadlines.
• Distribute grant application materials and supporting documents.
• Respond to applicant inquiries regarding application requirements, deadlines, and process.
• Organize grant submissions and print materials for Grants Committee review.
• Schedule grant review meetings and print agendas, scoring sheets, and meeting materials.
• Track committee scores and compile evaluation summaries for Director review.
• Maintain grant records, files, and databases.
• Track grant agreements, reporting deadlines, and final reports; send reminders and follow up with grantees as needed.
• Assist with preparing grant award agreements and other grant-related correspondence.
• Coordinate logistics and participant communications for grantee convenings, including registration, meeting materials, catering, room setup, and follow-up communications.

Event Planning & Logistics

Support execution of the annual Faith & Action Spring Conference and Fall Event by:

• Working with the Event Assistant who will manage registration and attendee lists.
• Responding to participant questions coming from Eventbrite.
• Coordinating nametags, seating charts, and registration materials.
• Preparing event packets and resource materials.
• Assisting with speaker and sponsor logistics, such as hotel reservations or travel logistics.
• Coordinating volunteer schedules and assignments.
• Working with the Event Assistant to track RSVPs for sponsors, VIPs, and community (If RSVPs, etc. are coming through Eventbrite).
• Assisting with venue logistics and day-of-event coordination.
• Coordinating post-event evaluations and attendance reports. (Work with the Event Assistant to export the data to complete the reports).

Communications & Database Management

• Maintain and update mailing lists and contacts databases.
• Check Eventbrite and update the Director with registration numbers.
• Update contact information for nonprofit partners, advisory board members, and community organizations.
• Work with the Database and Prospect Research Manager to track event participation and engagement metrics.

Faith Community Outreach

• Build and maintain a database of congregations throughout Central Indiana.
• Contact churches to identify:
  • Primary clergy contact
  • Executive pastor or administrator
  • Communications director
  • Person responsible for newsletters and bulletins
  • Social media contact
• Update church contact information regularly.
• Track communication preferences for each congregation.
• Assist with distributing Faith & Action resources and event promotions to Faith Communities.

Meeting & Project Support

• Schedule meetings for advisory board, planning committees, and community partners.
• Print agendas, meeting packets, and presentation materials.
• Record meeting notes.
• Track project timelines and administrative tasks.
• Maintain organized electronic filing systems.
• Order office and event supplies.
• Assist with invoices, reimbursements, and basic budget tracking.

Community & Partner Support

• Maintain contact information for nonprofit partners and community leaders.
• Assist with scheduling partner meetings and site visits.
• Print welcome materials for new grantees and partners.
• Help coordinate networking events and learning opportunities.
• Track sponsorship and partnership communications.

Data & Reporting

• Maintain accurate attendance records for events and convenings.
• Compile registration reports and participation statistics.
• Assist in preparing grant and program reports.
• Track key project metrics and outcomes.
• Work with the Director and Communications team to organize photos, testimonials, and event documentation for future reports and communications.

REQUIRED QUALIFICATIONS

The successful candidate will report to the Director of the Faith & Action Project and should possess the knowledge, skills, and ability to fulfill the essential functions of the position, demonstrating experience and proficiency in the following:

• High School Diploma or equivalent
• At least three years of experience in administrative, program coordination, event support, nonprofit, community engagement, or related experience preferred.
• Strong organizational and project management skills
• Excellent written and verbal communication
• Attention to detail and accuracy
• Customer service-oriented
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Ability to manage multiple projects and deadlines
• Comfortable interacting with nonprofit leaders, clergy, donors, volunteers, and community members

PREFERRED QUALIFICATIONS

• Associate's degree; Preferably a bachelor's degree.
• Experience with databases, CRM systems, or Eventbrite.

WORKING CONDITIONS

• Office-based position at Christian Theological Seminary (Indianapolis, IN)
• Must be able to traverse and move about within the seminary.
• Standard business hours.

APPLICATION PROCESS

Review of applications will begin immediately and continue until the position is filled. Qualified candidates should apply online using the application link and submit the following:

• Resume highlighting relevant experience
• References will be requested before any initial offers
• Questions may be sent to View email address on ziprecruiter.com

MORE ABOUT CHRISTIAN THEOLOGICAL SEMINARY

CTS is an equal opportunity employer and does not discriminate with respect to recruitment, hiring, or any other status of employment based on race, color, religion, sex, sexual orientation, national origin, disability, or any other category protected by law.