BSSM Third Year Administrator

Job Summary

The Third Year Administrator serves as the primary administrative and communications hub for the Third Year program,

managing the calendar, weekly student communications, dashboard systems, and the student/mentor application

process from March through September. This role coordinates all major Third Year events (Registration, Orientation,

Graduation, and more), assists in department finances and budgeting, and oversees Monday morning session logistics

including guest speakers, production needs, and student support. The Admin also serves as the main point of contact

for applicants, students, and the general public—fielding 75-100 emails per week—while managing student attendance,

tech/account access, and event materials design.

Hours: 25 hours per week

Compensation: $18.00 - $22.00 per hour

Job Requirements

● Believes and adheres to the beliefs and vision of Bethel Church

● This position does not qualify for sponsorship of work authorization or an employment visa, so candidates must be legally qualified to work in the U.S. to be considered for this position.

1. Calendar & Scheduling

● Manage the Third Year calendar, guests, worship sets, staff meetings, and events

● Coordinate soundcheck logistics with Worship Pastor and Production Team

2. Guest Speakers

● Determine curriculum needs and speaker invites with the Overseer

● Handle invitations, PA communication, and speaker needs (tech, seating, handouts)

3. Student Communication

● Send weekly student emails covering announcements, reminders, and schedule changes

● Serve as main point of contact for Third Year students

4. Dashboard & Systems Management

● Build schedules, classes, and homework in the dashboard

● Manage Boxcast streaming, 3rd Year email accounts, and mentor/student applications

● Create RGP Reference Forms

5. AMT Coordination

● Coordinate with BSSM2 Admin on classes

● Manage Dashboard scheduling and sign-ups

6. Event Planning & Coordination

● Plan and run major events: Mentor Meeting, Registration, Orientation, Fall Party, Christmas celebrations, BSSM3

Week in Second Year, Graduation Brunch, and Graduation Ceremony

7. Monday Morning Responsibilities

● Manage Class Serve team (rotates weekly) to set up the room

● Save seats, set up staff/admin station, and support students before/after class

● Help open/close worship, check production/sound needs, and manage swipe machine

● Handle guest speaker and visitor needs

8. Student Meetings & Support

● Meet with students struggling with attendance or schoolwork

● Handle requests from students, mentors, and Jess

● Hold one-on-ones and team time with personal Third Years

9. Finances

● Manage department finances and annual budget with Overseer and Kathy

● Submit monthly expense reports via Nexonia

10. Application Process (March–September)

● Serve as main contact for applicants via View email address on aiapply.co

● Write/format applicant communications and pastoral emails

● Help mentors and students match, help GAP students apply, set up new mentors

11. Summer Projects

● Schedule staff trainings/retreats

● Plan orientation, registration, and worship team audition training

12. General Admin

● Set up student email/wifi accounts and troubleshoot access issues

● Manage attendance changes and flag excessive absences

● Answer Helpscout emails (50–100/week)

● Print badges and coordinate special access with Security

● Design event/meeting materials

● Serve as point person for front desk, students, and public inquiries

● Maintain the Student Resources Website/Handbook

● Brainstorm and build Mid-Year and EOY Surveys with managers

● Order supplies and coordinate staff/student coffee or lunches

Ability to pass a background check

Demonstrated experience in administrative support, program coordination, or ministry operations, ideally within

a school, church, or student-facing environment.

● Strong organizational and time-management skills with the ability to juggle multiple deadlines, events, and

communication streams at once.

● Excellent written and verbal communication skills, with experience writing clear, student-facing emails and

correspondence.

● Ability to manage a high volume of email and requests (50-100+/week) while maintaining responsiveness and

professionalism.

● Strong attention to detail, particularly with scheduling, financial reporting, and application processes.

● Ability to work collaboratively with pastors, mentors, students, and multiple departments (Worship, Production,

Facilities, etc.).

● Comfort with basic financial management, including budgeting and expense reporting (e.g., Nexonia or similar

tools).

● Proficiency with scheduling, dashboard, and communication tools, and ability to learn new systems (e.g.,

Dashboard.BSSM.net, Boxcast, MyBSSM).

● Ability to remain calm, flexible, and solution-oriented in a fast-paced environment with shifting priorities.

● Availability to work Monday mornings and occasional evenings/weekends for events as required.

● A heart for students and mentors, with a desire to create a supportive, well-organized environment where Third

Years feel cared for.

● Commitment to the mission, values, and spiritual life of BSSM and the local church.