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CAMPUS MINISTRIES - Administrative Assistant

Job Classification

  Hourly Full-time (35-40)

Position summary

Manages the day-to-day operations of the Campus Ministries office through administration, reception, 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. Assists in management of student mission’s paperwork.  Provides administrative assistance for the University Chaplain. Includes management of the following CM items:


  1. Human resources

  2. Purchasing

  3. Maintenance

  4. Communications

  5. Hospitality

  6. Budget and Finance

  7. Event management



Qualifications summary

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in the full position description are representative of the knowledge, skill, and/or ability required.


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

Duties and responsibilities

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Daily Duties


  1. Manages the University Chaplain’s calendar and independently schedules appointments.

  2. Acts as receptionist for the Campus Ministries space.

  3. Screens incoming calls and correspondence and responds independently when possible. Daily follows up incoming voice mail from main Campus Ministries line.

  4. Routes incoming mail for office personnel.

  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.a.       Receives and distributes all emails from cm@andrews.edu.

  7. Provides administrative and clerical support to the Chaplains and the Assistant Director of Service and Missions.

  8. Coordinates appointment calendars for the Chaplains and the Assistant Director of Service and Missions. . Provides information to the chaplains pertinent to the scheduled appointments.

  9. Oversees the maintenance of a professional Christian work environment at all times. This includes appropriate dress, language, office decorations and general decorum.

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

  11. Maintains work schedule of hourly employed office personnel.

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



Weekly Duties


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

  2. Coordinates all print material for CM magazine display.

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

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

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

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

  7. Handles all purchasing for Campus Ministries.

  8. Attends and takes minutes at all CM related meetings.  Submits meeting minutes to the University Chaplain within one week for review prior to sending the minutes to all members.

  9. Handles campus reservations of CM events (guestrooms, HPAC, auditoriums…)

  10. 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.



Monthly Duties


  1. Maintains the CM web site.

  2. Maintains all CM staff and CM student leaders current contact information and creates a text list serve of all CM employees.

  3. Inventories, oversees and manages all Campus Ministries equipment.

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

  5. Performs other duties as assigned by the University Chaplain.

  6. Reconciles all credit card receipts and IDC purchases. 

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

  8. 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.

  9. Processes all check requests for CM.



Yearly Duties


  1. Prepares memorandums outlining and explaining administrative procedures and policies to supervisory workers, and monitors compliance.

  2. Maintains and publishes Campus Ministries master calendar.

  3. Works with the Chaplain in charge of communications to design and manage Campus Ministries promotional materials, which may include forms.



Periodic Duties


  1. Assists in arranging programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, and controlling event budget.

  2. Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings.

  3. Maintains office management budget for supplies and events; creates expense reports for office management and assists CM student leaders for financial management training.

  4. Works with Plant Services and other relevant departments to maintain the physical space of Campus Ministries.



Performs other duties as assigned by the direct supervisor.

Supervisory responsibilities

This person will supervise the student office assistant.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and/or Experience                                                   

College degree or related work experience desired.

Language Skills                                                

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.

Computer Skills

Able to comfortably function on a Mac and use Mac based programs.                            

Other Skills and Abilities                                             

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.


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

Technical competencies

PC based software.  WORD, EXCEL, Google Calendar, Outlook….

Interpersonal interactions

Must be comfortable interacting with diverse groups of co-workers, faculty and staff on campus as well as students and visitors.  

Physical demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.



Work environment

Office environment.