Position: Office Administrator
Reports to: President
Status: Hourly
Hours: 40​

PURPOSE: Provide administrative support; manage processes and office organization to achieve an efficient, friendly ministry environment which enables mission fulfillment.

SCOPE: Responsible for multi-channel communication, executive support, training and event logistics and support, managing volunteers, financial processes, human resources and office organization.

RESPONSIBILITIES:
Communication

• Receptionist: Provides initial welcome and timely response (24-48 hours) to all organizational inquiries (including phone, e-mail, in-person and online). Organizes hospitality for guests.
• Database: Maintain database, including entry, queries and corrections to ensure data accuracy.
• Mailings: Manages content & distribution of monthly & occasional mass e-mails and general mailings including receipting, monthly e-newsletters, donor event mailings, annual reporting and other needed communication.
• Training & Support: Support other staff in learning and utilizing technology to improve communication
• Product: Manages marketing products, maximizing awareness of Project 1.27 mission.

Executive Support

• Communication: Assists president with scheduling, correspondence, e-mail management and phone calls. Screens speaking requests and other inquiries.
• Support: Assists president with articles, presentations, board meetings, fund-raising, team building, and other meetings. Arranges travel logistics and itineraries to maximize budget and efficiency.

Training and Events

• Resources: Purchases, prepares and organizes needed resources including notebooks, packets and certificates to ensure a professional training experience.
• Technology: Ensures appropriate audio-visual and computer equipment are available and in good working order.
• Hospitality: Organizes needed food, beverages and hospitality supplies.
• Special events: Organize hospitality, logistics, volunteers and communication for special events.
• On-site: Attend training, awareness and other special events as required.

Fundraising

• Donations: Maintains protocols and executes receiving, recording, receipting and reporting of all donations
• Donors: Supports president with donor communication and acknowledgement
• Events: Serves as event logistical lead to organize and implement needed site, attendee & silent auction requirements. Works with president and other event staff to ensure event success as assigned.
• Donor Acquisition: Supports fundraising innovation as assigned.
• Grants: Support grant writer with formatting, delivery and tracking of grants/grant reports.

Human Resources

• Staff: Tracks hours, time off for payroll; maintains and oversees staff policies.
• Benefits: Organizes and manages staff benefits.
• Staffing: Supports employee transitions including hiring, separation, performance reviews and status changes.

Office Management

• Appearance: Maintains the office, providing a safe, professional, well-organized facility.
• Technology: Maintains office technology including computer hardware, software, programs and apps. Strong trouble-shooting skills and experience with learning new technologies.
• Resources: Orders, organizes and disseminates office supplies, equipment and office forms.
• Finances: Manages reimbursements, purchase orders, check requests and monthly bills; reconciles Project 1.27 credit card statement; interacts with CCC finance staff to ensure financial integrity and accuracy.
• Budgeting: Create and manage monthly and annual budgets and reports with president and CCC staff
• Calendar: Maintains and coordinates Project 1.27 calendar and scheduling.
• Memberships: Manages organizational memberships including ECFA and CAFO.
• Legal: Coordinates and manages needed organizational documents, policies and procedures such as board minutes, Workmen’s Compensation, Unemployment, Liability and permits.

Volunteer Coordinator

• Develop and coordinate volunteer program including prayer team, training support, office support and advisory teams.
• Coordinate volunteers for fund-raising and special events like picnic and family Christmas party.

QUALIFICATIONS:
Character

• A consistent witness for Christ.
• Maintains a Christ-like attitude in dealing with people within and outside of Project 1.27.
• In full agreement with Project 1.27 mission, vision and values.
• Required to sign a statement of faith, staff covenant and staff/volunteer policy letter.
• Willing to uphold the mission, staff and stakeholders in prayer.
• Adaptable and discrete.
• Enjoys coordinating and supporting multiple projects and people.

Competency

• Demonstrated people and organizational skills. o Excellent written and verbal communications skills.
• Strong technology skills including high-level computer skills with MS Office program (Word, Outlook, Publisher, Excel, etc.) and web-based applications (Google Chrome, Drive, Remote Desktop, etc.).
• Basic experience in human resources.
• Database management experience preferred.
• Team Player with the ability to anticipate needs, take initiative, set and achieve goals.

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