Job Title: Administrative Assistant for Short Term Mission Director, Community Outreach, and Adoption & Foster Program Director

Department: Pastoral

Reports To: Short Term Mission/Outreach/Adoption & Foster Program Director

PURPOSE: To assist the Short Term Mission, Community Outreach and Adoption & Foster Program Director (STMD/CO/AFPD) with daily/weekly tasks and long-term projects. Provide general office support with a variety of administrative activities and related tasks, and leading or assisting with aspects of special services and events.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following, but not limited to:

• Answer phones and appropriately triage calls for STMD/CO/AFPD, forwarding appropriate messages and voicemails as needed
• Edit/Proof select communication such as emails, letters, statements, etc. for STMD/CO/AFPD before distribution, when tasked to do so
• Approve any time sheets of staff overseen by STMD/AFPD, if needed
• Monitor STMD/CO/AFPD email accounts; following up and responding with the Pastor as directed
• Complete or assist in planning official church travel for STMD/CO/AFPD
• Complete Quick Sheets for STMD/CO/AFPD’s travel
• Submit eSpace requests for STMD/CO/AFPD
• Submit and follow up on requisitions for STMD/CO/AFPD
• Maintain cleanliness and functionality of the STMD/CO/AFPD office
• Set-up for meetings for the STMD/CO/AFPD, as requested
• Attend meetings with or on behalf of STMD/CO/AFPD, as requested, and take notes/minutes, as requested
• Compile and prepare notes for Director for meetings as needed
• Assist with preparation, set-up, and working of special events that involve the STMD/CO/AFPD, sometimes requiring weekend hours

Regarding Short Term Trips specifically:

• Administrate all aspects of short-term mission trips including team training and support, budgeting, fundraising, and account reconciliation
• Enter short-term trips info (dates and trip destination) into eSPACE (the church facilities management program we use)
• Utilize Focus Missions (the missions trips management program we use) to coordinate all aspects of all trips
• Enter short-term trip members information into Focus Missions and Ministry Platform (the church management program we use)
• Promote trips through CCNM weekly worship folder (bulletin), pre-service slides, foyer kiosks and radio
• Provide direction from the STMD/CO/AFPD to CCNM missions trips leaders, participants, and volunteers as needed
• Create individual trip budgets including transportation, lodging, meals/food, travel insurance, etc…
• Maintain payment ledgers
• Issue acceptance letters, payment plans, packing lists, and copies of passports
• Assist the STMD in reviewing and approving applicants for trips
• Organize trip leader training
• Work with trip destinations hosts and the STMD to establish schedules of trips
• Order or purchase supplies for pre-trips, trips, and post-trips activities
• Coordinate team pre and post trip meetings (schedule room, prepare handouts, etc.)
• Enter purchase orders for fundraising and maintain documents for reconciliation form
• When necessary, set up a travel clinic workshop to get volunteers/participants required shots
• Upon completion of a trip, verify all income and expenses against accounting ledgers and submit all receipts to the CCNM Business Office
• Advocate for those aspects of CCNM missions trips that involve and/or require the involvement and/or resources of CCNM
• Speak at various CCNM ministries to promote CCNM trips as needed or requested
• Generate an end-of-year detailed report of all CCNM trips
• Provide monthly and quarterly updates to the CPO

Regarding the Adoption & Foster Program/Community Outreach specifically:

• Administrate all aspects of Adoption and Foster Program and Community Outreach including support, budgeting, fundraising, and account reconciliation
• Enter any necessary ministry needs into eSPACE (the church facilities management program we use)
• Create annual adoption and foster budget
• Complete all ministry related requistions
• Attend all ministry meetings, taking meeting minutes.

ADDITIONAL TASKS & EXPECTATIONS:

• Open STMD/CO/AFPD mail and appropriately distribute or discard
• Ability to maintain and respect strict STMD/CO/AFPD confidentiality
• Maintain and develop tracking and filing systems as needed (both electronic and physical)
• Create, update and/or maintain databases in Outlook, Excel, etc.

CHARACTERISTICS, SKILLS, & KNOWLEDGE REQUIRED:

• A Christ-centered heart to serve founded on a solid foundation of spiritual maturity and ministry experience
  • The heart, work-ethic, faith, and duty of a servant of Christ as Jesus Himself described in Luke 17:7-10
• Must be a member of the Body of Christ at Calvary Church Osuna/West Side/Santa Fe Campus; Calvary Church must be your home church
• Bachelor’s degree or at least 2 years of equivalent experience
• Strong organizational skills
• Ability to problem solve
• Christ-like diplomacy in running interference for the STMD/AFPD, especially since circumstances preclude them for addressing people or items as soon as requested of them
• Effective interpersonal skills and a team-player attitude
• Strong written and verbal communication skills
• Demonstrates ability to cooperate with and submit to authority
• Demonstrates ability to work independently on assigned tasks

COMMENTS
The above statements are intended to describe the general nature of this job and the level of work performed by employees in this position.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties required by their supervisor.

This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.