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
Character
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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
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.
- 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.