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Job Description for Administrative Assistant for Global Outreach
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.
Specific Responsibilities for Area of Ministry:
- Global partner correspondence:
- Manage personal email inbox, Global Outreach email inbox, and secure ProtonMail inbox.
- As a norm reply to Global Partners within 24 hours. Some of the replies will have answers to their questions, but some replies will let Global Partners know that the communication has been received with:
- A suggested timeline for completing the task.
- And/or an update that the email has been sent along to the appropriate person who will complete the task.
- Make sure that an answer is provided back to the Global Partner in the given time frame.
- Make sure that the Pastor for Global Outreach, is aware if the communication is urgent in nature.
- Read,summarize, and enter into Ministry Platform the global partner newsletters received on a weekly basis.
- Coordinate quarterly “newsletter” and Global Partner Zoom call to keep Global Partners informed about Bethlehem.
- Correspond with congregants who inquire about Global Outreach events and programming.
- Respond to general inquiries from other churches/missionaries regarding Bethlehem best practices and policies.
- Global Outreach data:
- Keep records in the Global Outreach Shared Drive up-to-date and navigable.
- In MinistryPlatform, track Global Partner contact information, home assignment dates, field and agency information, when last visited on the field and by whom, and Barnabas Team information.
- Global Outreach meetings:
- Weekly check-ins with Pastor for Global Outreach,.
- Coordinate bimonthly GO Team meetings for Global Partners and Nurture Program participants.
- Coordinate monthly Women in Missions gatherings alongside volunteer leaders.
- Attend regular staff meetings and administrative assistant meetings.
- Assist Pastor for Global Outreach in:
- Making appointments with Global Partners and others as needed.
- Helping to manage Pastor for Global Outreach's email inbox and respond to departmental/administrative inquiries
- Notifying of urgent matters from Global Partners.
- Keeping informed about regular prayer requests from Global Partners, upcoming events, budget status, and questions from congregants.
- Submitting expense and reimbursement reports.
- Help Pastor for Global Outreach with the Annual Report.
- Global Partner Coordination:
- Coordinate with Pastor for Global Outreach, and GO Team regarding newly-appointed Global Partners. Schedule commissionings, debriefings, and/or reporting opportunities for new Global Partners.
- Assist Global Partners on home assignment with housing, transportation, reporting opportunities, counseling appointments and other needed logistics.
- Provide assistance in planning & executing the annual Reunion (July) and Global Focus (October) events.
- Coordinate Global Partner & UUPG of the Week with the Communications Department.
- Provide Global Partner information for other Bethlehem departments as needed.
- Global Partner Apartment & Vehicles:
- Communicate with global partners about housing and vehicle needs.
- Coordinate the rental schedule for both the GP apartment and GP vehicles.
- Liaison between tenants and Facilities department.
- Coordinate apartment cleaning with custodial staff.
- Prepare the apartment for new tenants, including ensuring the “welcome packet” is up-to-date, damaged items/fixtures are communicated to Maintenance for repairs, and broken items are replaced.
- Nurture Program
- Work with the Ministry Assistants for Nurture Program on identifying and recruiting Nurture Program applicants; send applicants applications and schedule interviews with GO Team.
- Maintain Nurture Program participants’ records in Ministry Platform.
- Under the direction of the Ministry Assistants for Nurture Program, keep Nurture Program participants up-to-date regarding their individual progress through the program.
- Coordinate monthly, quarterly, and semi-annual Nurture Program meetings in Ministry Platform, and with the participants.
- Barnabas Support Teams:
- Maintain the Barnabas Support Team groups in Ministry Platform.
- Collect names for Barnabas Team members before new Global Partners depart for the field.
- Plan Barnabas Support Team ongoing training events.
- Help to match people interested in joining a team with team leaders.
- Assist Pastor for Global Outreach in maintaining contact with Barnabas Team Leaders.
- Short-Term Ministry Trips:
- Assist Pastor for Global Outreach, in assessing and planning short-term trips
- Work with Communications Department to promote trips to congregation
- Coordinate trip details (flights, team trainings, support-raising) with team leaders.
- Coordinate with the Financial Secretary and Accounting Department regarding project setup, online trip contributions, spending, reimbursement, and surplus/deficit funds.
- Coordinate with Pastor for Global Outreach and short-term ministry volunteers in providing pre-trip and post-trip meetings.
- On a quarterly basis, ask the Accounting Department for a general ledger report to ensure that departmental spending is on track.
- Keep monthly Global Partner support current with the Accounting Department.
- Assist the Pastor of Global Outreach, in preparing the annual budget.
- Reimbursements: Help submit receipts and financial forms for Global Outreach expenses in a timely manner.
- Perform administrative assistant tasks, including but not limited to:
- Word processing
- Database management
- Research projects
- Preparing/creating promotional materials as needed
- Running errands as necessary
- Encouraging and assisting congregational members in particular area of responsibility
- Use and support accuracy in the church database as needed.
- Participate in staff meetings required for this position.
- Cross-train with other support staff as needed.
- Answer phone and door in absence of Receptionist and any other duties as requested by the Director for Human Resources & Office Management.
- The Administrative Assistant will carry out such other duties as may be assigned by the church from time to time.
- Model servant leadership and exhibit a helpful, joyful attitude.
- 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.
- 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.
- 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.
- 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
- Have the vision and organizational skills necessary to work effectively within the context of a large church with multiple staff members and ministries.
- Recognize volunteers as valuable co-laborers in ministry and will be proactive, prayerful, and persistent in recruiting for the role (as applicable).
- Strictly maintain appropriate confidentiality according to the guidelines set forth in Bethlehem’s Employee Handbook and Relational Commitments.
- Sign our Employee Handbook Acknowledgement Form and comply with all applicable church policies.
- 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
- Demonstrate a commitment to growth by attending appropriate training, development, and team-building events.
- 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.
Should be …
- A self-starter and an initiative-taker
- Detail oriented
- Able to manage stressful situations
- Familiar with Bethlehem ministry values, ethos, and priorities
- Eager to serve in both humble, unseen and visible, discernable ways
- Proactive in communicating with others on a team
Should have …
- Excellent interpersonal skills
- Excellent written and verbal communication skills
- Excellent time management and organizational skills
- Excellent administrative skills
- Computer competence
- Team orientation, collaborating well with others
- Strong creative and conceptual thinking
- In-depth problem solving and follow-through skills
- Ability to exercise sound judgment within established guidelines
- Ability to work well under direct supervision or independently with minimal instruction
- Ability to manage details and priorities under the pressure of tight deadlines and multiple projects
- Demonstrated leadership skills