CAMPUS MINISTRIES - Office Manager/Admin Asst Campus Ministries

Job Classification

  Hourly Full-time (35-40)

Position summary

 
Manages the day to day operations of the Campus Ministries office through administration, hospitality, organization, and maintenance.  Schedules appointments for the chaplains during their posted office hours.  Provides Campus Ministries information to callers and office visitors during the regularly posted office hours.  Maintains all communications information and coordinates promotional responsibilities for Campus Ministries.  Provides administrative assistance for the Chaplains.  Assists with paperwork related to student misions.

Qualifications summary

College degree or related work experience preferred.


Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

1. Provides administrative and clerical support to the Chaplains.


2. Reconciles all credit card receipts and IDC purchases.


3. Screens incoming calls and correspondence. Daily follows up on incoming voice mail from main Campus Ministries line.


4. Management of all mail.


5. Welcomes visitors and directs their questions to the appropriate person, website, or printed material.


6. Maintains volunteer sign-up sheets and volunteer data base. As well as sends communications to volunteers.


7. Coordinates appointment calendars for the chaplains. Provides information to the chaplains pertinent to the scheduled appointments.


8. Provides leadership, training and management to office personnel.


9. Maintains work schedule of hourly employed office personnel.


10. Oversees and verifies all time clock hours for CM hourly employees.


11. Works closely with student missions.


12. Directs preparation of records such as agenda, notices, minutes, and resolutions for corporate meetings.


13. Coordinates all print material for CM magazine display.


14. Keeps screens outside Campus Ministries current with content provided by chaplains and ministry leaders.


15. Maintains all office equipment and orders and maintains supplies for office management and chaplains’ use.


16. Organizes and maintains files for general CM office information.


17. Maintains order of common area, storage, supply closets, office equipment, and popcorn machine.


18. Handles all purchasing for Campus Ministries.


19. Under the direction of the University Chaplain: prepares agendas, reserves meeting space, transcribes minutes of meetings, sends out minutes to meeting members, and keeps an official record of all minutes for the Campus Ministries files.


20. Maintains the CM web site.


21. Processes, in conjunction with Human Resources, all contracts, job descriptions, and work permits for student chaplains and ministry leaders.


22. Coordinates assigned CM events, leadership retreats; staff Christmas Parties, staff birthdays etc. as assigned by the Chaplains


23. Assists in coordinating travel for CM guests as directed by the chaplains. This includes verifying travel arrangements, room reservations, local transportation, and speaker/guest hospitality for CM ministries throughout the year

Supervisory responsibilities

Some supervision of student employees.

Qualifications

 
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports, business correspondence, and procedure manuals.  And the ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.


Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

Applicant must be able to comfortably function on a Mac and use Mac based programs.    

Interpersonal interactions

Applicant must feel and act comfortably with all the people who interact with this office:  students, faculty, and staff.  Must have a warm and friendly personality.  Must be willing to help "clients" according to their needs.  Must be willing to train and supervise students, and also interact on a professional level with faculty and staff.  Must be a team player and fit comfortably with the office atmosphere and philosophy of advocacy.

Physical demands

 
The physical demands of this position require active engagement in routine office duties and procedures.

Work environment

Office environment