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Job Description for Administrative Assistant for Women
Reporting to Minister for Women
Hours: part-time, 25 hours per week
Responsibilities
Specific Responsibilities for Area of Ministry:
Facilities:
Serve as contact person for any Women's Ministry events.
Hang ministry posters; keep up to date.
Reserve ministry tables.
Coordinate with custodians on setup for activities & events.
If present, double check room set-up day of event.
MinistryPlatform:
Create Events & Room reservations as needed.
Communicate registration needs for activities and events as needed.
Create promo codes for leaders/volunteers, payment due options, and scholarship options.
Send Bible Study & other event/group emails (under 200 recipients).
Run reports as needed.
Create/update rosters for teachers or event coordinators.
Create/update Titus 2 groups/participants.
Create/update leader groups: Ministry Team, MOMS leaders, Rope Holder leaders, Titus 2 Committee, Bible Study Committee.
Budget:
Handle all transactions, including Bible Study, MOMS, Titus 2, Rope Holders, and special events.
Track all transactions meticulously; use promo codes to help monitor exceptions to basic pricing.
Reconcile ministry record against General Ledger monthly.
Prepare and update appropriate expense reports for various ministries or events.
Prepare the annual budget proposal based on previous years’ expenses and income.
Titus 2:
Help plan/execute Mentor Training and Mentee Signups.
Review and help revise the Mentor Training Manual annually.
Order books for Mentor Training.
Track attendance at Mentor Training.
Solicit, collect, & prepare Mentor Ministry Plans annually.
Prepare all correspondence/mailings to mentors, former mentors, and potential mentors.
Follow up with mentors.
Place young women in Titus 2 groups after sign-ups and throughout the year.
Attend Titus 2 Committee Meetings.
Help coordinate appreciation events for mentors.
Bible Study:
Order all Bible study materials.
Stock hospitality supplies.
Assist with correspondence to Bible study leaders, former leaders, and potential leaders.
Prepare materials for Bible Study Leaders’ meetings.
Set pricing and request online registration form(s).
Monitor registration numbers and manage workbook needs and room setup.
Create and maintain participants' spreadsheets.
Distribute study materials.
Send weekly emails to participants.
Prepare rosters for class/group leaders.
Work with the Lead Coordinator for Nurseries.
Make sure Bible Study rooms are properly set up and stocked each week.
Help edit workbooks written by our women.
Coordinate with Communications team for:
Promotion of women’s events, including request for spoken announcements
Creating slides as needed
MOMS:
Coordinate with MOMS leaders and communications volunteers on production of MOMS graphics needs (posters, booklet, web graphics, optional table tents with table leader names or QR codes to registration, surveys, etc.).
Request group registration and get a childcare payment plan set up.
Communicate finance guidelines to MOMS leaders (no gift cards for staff, gift/gift card limits, etc.).
Work with Lead Coordinator for Nurseries.
Create and maintain participants’ roster spreadsheet.
Serve as the Media point person to make sure the audio recording device is in place.
Upload recordings and return SD cards to the Media Team.
Trim and execute basic edits to MOMS recordings and upload to Drive.
Upload edited recordings to Women’s podcast
Prepare/maintain expense spreadsheet to share with MOMS finance volunteer. Coordinate with that volunteer as needed.
Assist MOMS in other ways as needed.
Website & Social Media
Church website: Manage content on ministry web pages (Women & MOMS).
Administrate Women’s Facebook groups:
Update cover photo as needed.
Monitor membership.
Monitor member activity.
Promote activities & events on FB and Instagram:
MOMS Speaker-specific posts
Rope Holder Speaker-specific posts
Special event promotion
Help as needed with YouTube channel and podcast posts and graphics.
Communication & Graphics:
Coordinate with the communications team/volunteers on promotional needs for all Women’s Ministry activities & events.
Handle some limited graphic design:
Update prepared items, such as changing speakers on Rope Holder posters & Instagram squares and similar.
Design graphics for some events
Create thank-you cards, table tents, social media graphics, etc as able.
Help plan & coordinate special events as needed.
Answer emails and phone calls inquiring about our Women’s Ministry.
Attend appropriate events and meetings.
Oversee Sunday ministry tables.
Run errands.
Serve in an Advisory role on the Women’s Ministry Team, MOMS Lead Team, Titus 2 Committee, and Bible Study Committee:
Prepare materials and help with agenda for meetings.
Send notes to absentees.
General Duties:
Perform administrative assistant tasks, including but not limited to:
Correspondence–email/phone/letter
Word processing
Database management
Research projects
Organization
Preparing/creating promotional materials as needed
Running errands as necessary
Encouraging and assisting congregational members in particular area of responsibility
Use and support accuracy in the church database as needed.
Participate in staff meetings required for this position.
Cross-train with other support staff as needed.
Answer phone and door in absence of Receptionist and any other duties as requested by the Director for Human Resources.
Other Duties:
The Administrative Assistant will carry out such other duties as may be assigned by the church from time to time.
Role Description
In dependence on God, the aim of all Administrative Assistant positions is to wholeheartedly glorify Jesus Christ, seeking to spread a passion for the supremacy of God in all things for the joy of all peoples through Jesus Christ by providing administrative support to their specific area of ministry, and general support to the needs of the church office. Administrative Assistants shall maintain a Christian spirit of love and service toward the staff, congregation, and those we serve, in accordance with the church’s vision and philosophy of ministry.
Qualifications & Requirements
Godly Character
Seek to sustain a vital, growing relationship with the Lord through personal and corporate worship, study of God’s Word, prayer, and regular, ongoing fellowship with believers at The North Church.
Model servant leadership and exhibit a helpful, joyful attitude.
Be an individual of prayer and of the Word, sensitive to what the Spirit is saying to The North Church, devoted to daily prayer and Bible reading for the sake of being guarded from sin and stirring up one’s heart and mind to renewed passion for Christ. Gladly participate in mutual care and accountability with other believers.
Seek to do duties in the power of the Holy Spirit, undergirded with prayer, guided by the Scriptures, and manifesting the character of Christ for the glory of God.
Church Member
Be a member in good standing of The North Church or, if not a member when called to the church, become a member as soon as possible, ideally completing the membership process within three (3) months of the date that employment begins.
While ensuring first loyalty is to God and the Word, support the leadership of the church generally and specifically for one’s area of ministry. Strive to maintain positive and fruitful relationships with other employees, members, and leaders. While concerns or differences of opinion may arise, all employees will communicate in a biblical manner and abide by appropriate supervisory direction and any final determinations of the Council of Elders. Whether completing daily tasks or submitting to those in authority, the Custodian will do so in a joyful manner.
Organizational Skill and Awareness
Have the vision and organizational skills necessary to work effectively, creatively, and flexibly within the context of a church with multiple staff members and ministries.
Recognize volunteers as valuable co-laborers in ministry and will be proactive, prayerful, and persistent in recruiting for the role (as applicable).
Strictly maintain appropriate confidentiality according to the guidelines set forth in our Employee Handbook and Relational Commitments.
Sign our Employee Handbook Acknowledgement Form and comply with all applicable church policies.
Give servant-hearted support to specific area(s) of ministry as well as to the broader needs of our ministry.
Self-Motivated and Dependable
Demonstrate a commitment to personal growth by attending appropriate training, development, and team-building events.
Have a good understanding of the people, projects, or ministry under the role responsibilities. Demonstrate faithfulness and good follow-through both in collaboration with other ministry partners and in independent efforts related to the role.
Attend, participate in, and encourage participation in The North Church worship.
Personal & Ministry Skills
Should be …
A self-starter and an initiative-taker
Detail oriented
Flexible
Able to manage stressful situations
Familiar with our ministry values, ethos, and priorities
Eager to serve in both humble, unseen and visible, discernable ways
Proactive in communicating with others on a team
Should have …
Excellent interpersonal skills
Excellent written and verbal communication skills
Excellent time management and organizational skills
Excellent administrative skills
Computer competence
Team orientation, collaborating well with others
Strong creative and conceptual thinking
In-depth problem solving and follow-through skills
Ability to exercise sound judgment within established guidelines
Ability to work well under direct supervision or independently with minimal instruction
Ability to manage details and priorities under the pressure of tight deadlines and multiple projects
Demonstrated leadership skills