[PDF]Full-Time Administrative Assistant to Worship/Arts...

2 downloads 223 Views 172KB Size

Vineyard Church of Columbus Position Description Title:

Administrative Assistant

Reporting Relationship:

Executive Director and Operations Manager


Non-Exempt, Part-time (20-25 hours weekly) Core hours/days: 4-5hours/day, or 3/8-hour days


Vineyard Community Center

Spiritual:  Profess Jesus Christ as Savior and Lord  Commitment to spiritual growth and a healthy lifestyle  Model expectations and standards of Vineyard Church of Columbus to staff and church  Pursue membership at Vineyard Church of Columbus  Understanding of the vision, mission, and values of Vineyard Columbus Responsibilities: :  You will report to, and assist the Executive Director and Operations Manager in various capacities, including preparing correspondence, scheduling meetings, emailing new members, etc., as needed. o Triage and forward calls and inquiries to proper personnel that come in on the Community Center shared phone line. o Return calls when appropriate o Answers emails and 

Primary purpose: To administrate the day-to-day operations of The Vineyard Community Center. o Forwards registration spreadsheet (from website) to Debbie Warren and Marius Douglas every Monday morning. o Updates and prints new instructor packets as needed. o Assists other departments with scheduling rooms, as needed. o Edits, prints and posts daily schedules in the Community Center and forwards copies to front desk staff. o Prepares check requests for payment to instructors who receive stipends for teaching classes, materials reimbursement, paying bills, etc. o Forward monthly MIX announcements as requested from Comm Arts. o Purchases office supplies, as needed o Assist Vineyard Community Center with maintaining updated Metrics on a monthly basis o Orders and prepares Christmas Cards. o Coordination of orientations /informational meetings, on-going meetings, etc. as needed. o Checks drop box on a daily basis for manually completed registrations with fees, etc. o Supports Sports Director with scheduling, making flyers, brochures, etc. o Supports Red Cross with scheduling blood drives and class trainings. o Assists ministry staff with credit card receipts o Reminds staff of upcoming classes, and sends website link to past registrants to encourage them to sign up for new classes.

Secondary Purpose: Assist to produce and maintain quarterly class schedule – the publication of the Program, which involves maintaining a list of instructors in Arena, contacting them at the beginning of each quarter to request their program information, scheduling their classes in EMS, working on The Program layout by entering their class information into InDesign on a MAC computer, finalizing details with Communication Arts then entering all class info onto the website to prepare for registrations.

o o o o o o o o o o o o o o o o o

Prepares mail list for The Program to be mailed to past registrants and assisting with final mail list which also includes a “radius” mail list, which gets forwarded to Hopkins Printing. A Postmaster check is also prepared for mailing. Puts together Excel spreadsheet with list of all upcoming classes for front desk help, sorted by ‘begin’ and ‘end’ dates for their reference. Updates and emails a quarterly MOU form to instructors before classes begin for them to choose their allocation percentage to be paid at the end of the session. This also includes a leadership agreement and updates from the Executive Directors, as needed. Sends out rosters to instructors from Excel spreadsheets created from the website before their classes begin. Notifies specific people regarding facility needs for classes before they begin. Prepares quarterly payment Excel spreadsheet with fee designations by instructors from the MOU for and maintains it by tracking and entering registrant numbers and prepares check requests for payment at end of session. When The Program copies are delivered to the church, prepares packets for libraries, picked up by John Johnson (church member) who distributes them for us. Responsible for scheduling all rooms for classes, programs and events held in the Community Center through EMS Does preliminary approvals in EMS for other departments requesting use of spaces in the Community Center. Schedules conference rooms for some staff members, as needed. Orders background checks on instructors who will work with children, in Arena. Orders ID badges, as needed. Manages Community Center website, which includes posting classes, manually entering registrations, keeping it updated, sending rosters to instructors, etc. Maintains Vineyard Community Center Facebook page by promoting and “boosting” upcoming classes to reach the public. Prints monthly invoices for payment (for Daniel). Adds and removes people from The Program mail lists and mail Programs out to individuals when requested. Receives all class fees, prepares Miscellaneous Income forms, and makes weekly deposit. Emails Daniel and Jerome income received info. Extra support given to Kathy Miller, dance and gymnastics instructor who teaches 15-20 classes on a quarterly basis. Schedules classes and special events, prepares attendance sheets, orders ribbons for giveaways, makes copies, etc.

Other Duties being a part of staff o Participates in Staff on call. o Attends Staff prayer meetings, every other week.

Qualifications and Skills:  Member of Vineyard Columbus  Possess general administrative skills  Has strong attention to details  Able to focus in a distracting environment  Must be able to navigate and prioritize competing responsibilities.  Excellent computer skills, experienced using Microsoft Word, Power Point, Outlook, Publisher and especially Excel.  Excellent public relations, written and verbal communication skills  Ability to organize work, and ability to work independently and as a team  Is flexible, possesses a welcoming personality, ability to multi-task  Has a heart for and understanding of the value Jesus places on reaching out to the community.