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Job Description, Administrative Assistant for Women’s Ministry

• Reporting to the Minister for Women
• Part-time, Non-Exempt, 20 hours per week

Role Description

In dependence on God, the aim of all Administrative Assistant positions at Bethlehem is to wholeheartedly glorify Jesus Christ, seeking to spread a passion for the supremacy of God in all things for the joy of all peoples through Jesus Christ by serving their specific area of ministry. Administrative Assistants shall maintain a Christian spirit of love and service toward the Bethlehem staff, congregation, and those we serve, in accordance with the church’s vision and philosophy of ministry.

Responsibilities:

Specific Responsibilities for Area of Ministry:

1. Facilities:

1. Serve as the facilities contact person for any events
2. Hang posters and keep them up to date with the Women's Ministry calendar
3. Reserve ministry tables and coordinate with custodial staff for event setup
4. Double-check room set-ups for events, as needed

2. Event Registration:

1. Create events and room reservations as needed
2. Communicate registration needs for activities and events
3. Request promo codes, payment options, and scholarship options for leaders/volunteers
4. Compose and send emails regarding Women's Ministry events and groups according to church policy
5. Run reports and maintain updated rosters for teachers, event coordinators, and leadership groups (e.g., Ministry Team, MOMS)

3. Bible Studies & Prayer:

1. Attend Bible Study events and assist with the needs of facilitating
2. Order and distribute Bible Study materials
3. Assist with correspondence to Bible Study leaders and potential leaders
4. Request and manage registration for Bible Studies and related gatherings
5. Work with the Lead Coordinator for Nurseries to monitor registration numbers
6. Create or coordinate graphic needs with the communications team for Bible Study events
7. Prepare classroom materials for Bible Studies
8. Help edit smaller projects that may arise

4. MOMS

1. Request and manage MOMS events and registration
2. Serve leaders by being present during MOMS set-up and assisting with the needs of facilitating the event.
3. Create or coordinate graphics with the communication team
4. Manage participant rosters, childcare payment plans, and event logistics
5. Assist with recording and uploading MOMS sessions, as needed
6. Serve as a resource in identifying and recommending beneficial speakers

5. Mentoring Groups

1. Help plan and execute mentor training sessions, track attendance, and order necessary supplies.
2. Review and revise the Mentor Training Manual annually or as needed
3. Prepare annual correspondence to mentors, following up when necessary
4. Assist in placing young women in mentoring groups

6. Leadership Development & Special Events:

1. Assist with leadership development classes by preparing materials and providing logistical support
2. Help plan, coordinate, and assist with special events and volunteer needs
3. Attend Women's Ministry meetings and special events, as needed
4. Track Women's Ministry leadership development initiatives

7. General Administration & Support

1. Serve as the first point of contact for phone, email, and standard mail correspondence
2. Prepare and serve at Sunday ministry tables or coordinate volunteers
3. Collect and deposit donations for events, childcare, and Bible Studies
4. Track supplies inventory and assist with budget tracking
5. Perform office tasks, including correspondence, word processing, database management, filing, and organizing
6. Help prepare promotional materials for events and activities
7. Run errands for the Women's Ministry as needed

8. Advisory Role:

1. Serve in an advisory role on the Women's Ministry Leadership Team
2. Be a source of encouragement for the women of Bethlehem as Women's Ministry activities pertain to them

General Duties:

1. Perform administrative assistant tasks, including but not limited to:
   1. Correspondence–email/phone/letter
   2. Word processing
   3. Database management
   4. Research projects
   5. Organization
   6. Preparing/creating promotional materials as needed
   7. Running errands as necessary
   8. Encouraging and assisting congregational members in particular areas of responsibility
2. Use and support accuracy in the church database as needed.
3. Participate in staff meetings required for this position.
4. Cross-train with other support staff as needed.
5. Answer phone and door in the absence of the Office Manager.

Other Duties:

Carry out other duties as assigned by the Minister for Women or the Pastor for Adult Discipleship as needed.

Qualifications

Godly Character

1. Model servant leadership and exhibit a helpful, joyful attitude.
2. Sustain a vital, growing relationship with the Lord through personal and corporate worship, study of God’s Word, prayer, and regular, ongoing fellowship with believers at Bethlehem.
3. Seek to do duties in the power of the Holy Spirit, undergirded with prayer, guided by the Scriptures, and manifesting the character of Christ for the glory of God.

Church Member

1. Be a member in good standing of Bethlehem Baptist Church or, if not a member when called to the church, become a member as soon as possible, ideally completing the membership process within three (3) months of the date that employment begins.
2. While ensuring first loyalty is to God and the Word, support the leadership of the church generally and specifically for one’s area of ministry. Strive to maintain positive and fruitful relationships with other Bethlehem employees, members, and leaders. While concerns or differences of opinion may arise, all employees will communicate in a biblical manner and abide by appropriate supervisory direction and any final determinations of the Council of Elders.

Organization Skill and Awareness

1. Have the vision and organizational skills necessary to work effectively within the context of a large church with multiple staff members and ministries.
2. Recognize volunteers as valuable co-laborers in ministry and will be proactive, prayerful, and persistent in recruiting for the role (as applicable).
3. Maintain appropriate confidentiality according to the guidelines set forth in Bethlehem’s Employee Handbook and Relational Commitments.
4. Sign our Employee Handbook Acknowledgement Form and comply with all applicable church policies.
5. Give servant-hearted support to the specific area(s) of ministry as well as to the broader needs of Bethlehem’s church office and ministry.

Self-Motivated and Dependable

1. Demonstrate a commitment to growth by attending appropriate training, development, and team-building events.
2. Have a good understanding of the people, projects, or ministry under the role responsibilities. Demonstrate faithfulness and good follow-through both in collaboration with other ministry partners and in independent efforts related to the role.
3. Attend, participate in, and encourage participation in corporate worship.

Requirements

Should be ...

1. A self-starter and an initiative-taker
2. Detail oriented
3. Flexible
4. Able to manage stressful situations with grace
5. Familiar with Bethlehem ministry values, ethos, and priorities
6. Eager to serve in both humble, unseen and visible, discernable ways
7. Proactive in communicating with others on a team - cultivating godly patterns of communication

Should have ...

1. A heart for the women of Bethlehem to grow in godliness.
2. Excellent interpersonal skills
3. Excellent written and verbal communication skills
4. Excellent time management and organizational skills
5. Computer competence
6. Team orientation, collaborating well with others
7. Strong creative and conceptual thinking
8. In-depth problem-solving and follow-through skills
9. Ability to exercise sound judgment within established guidelines
10. Ability to work well under direct supervision or independently with minimal instruction
11. Ability to manage details and priorities under the pressure of tight deadlines and multiple projects
12. Demonstrated leadership skills

Salary & Benefits

Salary Range:

$16-$19/hr subject to previous work experience

Weekly Hours: 20

Benefits:

• 403b retirement plan with employer match after 1 year of service
• Paid Time Off and Holidays
• Education Assistance
• Bookstore Discount