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Opening: Administrative Assistant for Youth & Families, North

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Job Description Administrative Assistant for Youth & Families, North

  • Reporting to Pastors Jon Nowlin & Ben Katterson
  • Working from North Campus
  • Working 20 Hours per Week; Part-time OR
    40 Hours per Week; Full-time (we have two options to consider)

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 providing administrative support to their specific area of ministry, and general support to the needs of the church office. 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. Provides administrative assistance to the Pastor for Youth & Families, North.
  2. Provides administrative assistance to the Pastor for Middle School & Families, North
  3. Provides classroom support for Sunday School and Wednesday Connection. 
  4. Provides administrative assistance with the weekly communication to parents and volunteers. 
  5. Provides classroom support for Sunday School and Wednesday Connection. 
  6. Provides administrative assistance with the weekly communication to parents and volunteers. 
  7. Provides support for weekly North Campus school year and summer events. 
  8. Primary point person in recruitment of Youth volunteers.
  9. Makes North Campus Youth classroom room reservations and adjustments.
  10. Assists in processing North Campus family registrations.
  11. Assists with general Youth & Families tasks and programming including volunteer appreciation, volunteer training, and others as needed.
  12. Pursues a growing understanding of the teaching and classroom ministry in 6-12th grade so that they can be a helpful initial point of contact. 
  13. Pursues a growing understanding of the flow of the Youth yearly programming, enabling forward thinking, initiation and support. 
  14. Assist Student Serving Team members as they serve the church and the Youth ministry.
  15. Assist with support and ministry to female mentors and Youth women. 
  16. Provides support for special/one-time events, including making event reservations and adjustments.
  17. Primary point person for camp/retreat logistics.
  18. Manages registrations and payments for camps/retreats. 
  19. Assists in recruitment of retreat volunteers.
  20. Initiates future retreat planning and post retreat evaluation. 
  21. Oversees communication to parents and volunteers regarding retreats, including registration details, scholarships, training information, etc.
  22. Assists the Administrative Assistant for Adult Ministries & Neighborhood Outreach, North with youth moving towards baptism. 
  23. Assists with creating the annual budget and ongoing management, including processing receipts and preparing funds for deposit.    
  24. Pursues a growing understanding of ministry to youth and families so that they can be a helpful initial point of contact. 
  25. Pursues a growing understanding of the flow of the Youth yearly programming, enabling forward thinking, initiation and support. 
  26. Assists Student Serving Team members as they serve the church and the Youth ministry.
  27. Assists with support and ministry to female mentors and students. 

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. Filing/organization
    6. Preparing/creating promotional materials as needed
    7. Running errands as necessary
    8. Encouraging and assisting congregational members in particular area 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 absence of Receptionist and any other duties as requested by the Director for Human Resources & Office Management.

Other Duties:

  1. The Administrative Assistant will carry out such other duties as may be assigned by the church from time to time. 

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. 

Organizational 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. Strictly 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 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 North Campus worship.

Requirements

Should be … 

  1. A self-starter and an initiative-taker
  2. Detail oriented
  3. Flexible
  4. Able to manage stressful situations
  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

Should have … 

  1. Excellent interpersonal skills
  2. Excellent written and verbal communication skills
  3. Excellent time management and organizational skills
  4. Excellent administrative 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
  13. A passionate embrace of the “Youth Vision Pillars