Administrative Assistant for Children, Youth and Their Families

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Job summary:
This full-time employee provides administrative support and serves as a primary contact for the ministries of Children, Youth and their Families.

• Bachelors Degree (B.A.) from a four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience
• Computer knowledge – Microsoft Office Suite, internet and database concepts; eSpace (event management system) and Shelby

Children’s ministry
• Works with children & their families from birth to fifth-grade
• Serves as contact for any questions concerning child-related programming and registration
• Handles behind-the-scenes details and procedures leading up to all programming and events
• Responsible for communicating through mailings and emails about upcoming fellowship, service, and family ministry events

Youth ministry

• Serves as primary contact for youth event registrations
• Serves as primary contact for Cub Scouts, Boy Scouts, and Girl Scouts
• Coordinates registrations, payments and details for youth mission trips and conferences
• Plans and coordinates details for youth fellowship, youth events and retreats
• Supports weekly communication with parents, youth and leaders with both email and social media
• Manages website with weekly updates and new material for parents and youth
• Organizes 8th-grade confirmation/organization, and 12th-grade senior recognition

• Coordinates and arranges meetings, prepares agendas, reserve and prepare facilities (includes eSpace, room set-ups, food and audio visual requests)
• Compose and route routine correspondence including mail, e-mail, and fax
• Coordinate manager’s schedule, on-call schedule and make appointments
• Prepare check requests, reconcile credit card bills, and prepare financial reports
• Prepare weekly bulletin and email submissions for Communications
• Greet scheduled and unscheduled visitors, serving as a guide and liaison
• Arrange and coordinate travel schedules and reservations
• Organize and maintain filing system
• Arrange conference calls
• Makes copies of correspondence or other printed materials
• Order departmental office supplies as needed

• Ability to organize and initiate work with a minimum of supervision
• Ability to prioritize and manage multiple projects and adapt production timelines to changing conditions
• Ability to work both independently and collaboratively within a team to assess needs and produce results
• Ability to establish and maintain positive working relationships
• Ability to effectively communicate through verbal, written, or electronic means
• Ability to maintain confidentiality
• Ability to read, interpret and analyze complex documents
• Ability to prepare budgets and use financial statements
• Availability for occasional evening and weekend events and scheduled preparation weeks for large events and celebrations (such as VBS, Easter, Fall Kick-Off, retreats)