Administrative Assistant - Groups (Reservoir Campus)

SUMMARY

Provides administrative support to the Pastor(s) of Adult Groups as needed to fulfill the overall goals and objectives of the Adult Groups Team including all demographics from 18 years old and up. This position will highly rely on a proactive support and hospitality mindset. Supporting the Adult Groups Team staff, Adult Groups servant leaders, and our church body as they engage in a pathway of discipleship. This role will lead the way in all things support relating to Adult Groups, Essentials, Jesus Centered Life, and Be The Church.

GENERAL RESPONSIBILITIES

• Works in coordination with the overall goals and objectives of Pinelake Church.
• Assists the Campus Pastor to work toward excellence in all areas of the ministry.
• As a part of the overall Reservoir Campus staff team, participate in campus-wide ministry events and the shepherding of our Reservoir Campus faith family.
• Basic personal responsibilities:
  • Maintain a vital and growing personal walk with the Lord through committed Bible study, prayer, meditation and practicing L3.
  • Maintain proper priorities in your home including your spouse and children (if married and/or with children).
  • Faithfully support the ministries of Pinelake by maintaining wise stewardship measures over the resources entrusted to you.
  • Maintain active participation in community.
  • Reflect a growing awareness and practice of personal Emotional Healthy Spirituality.
  • Perform duties and responsibilities in a manner to glorify Christ and further the mission and ministry purposes of Pinelake Church (Colossians 3:23-24).
  • Value the 7 H’s of our staff culture in your heart, home, and life (Humility, Honor, Honesty, Hunger, Holy Spirit, Health and Harmony).

SPECIFIC LIST OF DUTIES AND RESPONSIBILITIES

• Organize, prioritize, and execute routine office duties:
  • Calendar Management, such as schedule appointments.
  • Email correspondence.
  • Develop a system for organizing files and records.
  • Coordinate mailings.
  • Photocopy and laminate, as necessary.
  • Regularly ensure attendance data is accurate for data reporting.
  • Confirm set-up and prepare meeting spaces prior to meetings to ensure orderly appearance.
  • Keep room signs updated for any areas needed by the Adult Groups Team.
  • Perform other general office duties for the Adult Groups Team.

• Coordinate or assist in calendar requests utilizing Rock:
  • Assists with and submit event checklists as needed.
  • Maintain calendar in Rock.
  • Update person profiles as needed.
  • Create registration forms and maintain registrants
  • Formulate data views used for communication and reporting
  • Utilize Rock to communicate to small groups leaders and members

• Order curriculum and resources, as requested:
  • Submit quarterly orders for Adult Groups.
  • Order curriculum for Equipping Groups.
  • Order all resources needed for our Discipleship Pathway (Essentials, JCL, BTC)

• Maintain a portion of the Adult Group Ministry budget:
  • Prepare purchase orders and submit check requests.
  • Track and balance the monthly expenses to budget.
  • Reconcile VISA statements and receipts for Adult Groups Pastor.
  • Prepare and submit mileage logs for Adult Groups Pastor.

• Utilize Rock to help Adult Groups Ministry maintain accurate, up-to-date records:
  • Build groups.
  • Develop group rosters.
  • Make leader assignments.
  • Assist Adult Groups Pastor to track attendance.
  • Confirm new groups added to Rock are accurately reflected in Dashboard.
  • Update profiles when needed.

• Assist in contacting Pinelake attendees who desire adult group participation or desire more info:
  • Conduct phone calls.
  • Send emails.
  • Develop registration forms.
  • Monitor progress in process queues.
  • Monitor and assimilate through communication forms.

• Respond to the needs of adult group leaders and coaches, as necessary:
  • Conduct phone calls.
  • Respond to and send emails.
  • Send out curriculum in a timely manner.
  • Photocopy items as needed.

• Follow up with those Engaging in our Discipleship Pathway
  • Track attendance and provide correct data.
  • Track next steps for all participants.
  • Aid in phone calls for follow up.
  • Contact those to set meeting dates for next step conversations

• Physical set up and Technology
  • Set hospitable environments for all on-campus Group related times and experiences.
  • Set up and breakdown after Adult Group related experiences.
  • Work closely with the IT team to stay up updated on all technology pathways that will enhance the Adult Groups Team effectiveness.
  • Learn and Equip all Groups Staff with updated information concerning Rock process, Check-in, and Event Registrations

• Give administrative support for PL Equip within your area
  • Acquire needed content for course.
  • Print and assemble participant binders
  • Create and maintain courses within Pathwright

• Provide an up-to-date schedule of equipping classes and small groups.
• Coordinate set-up and food for all group related events.
• Assist other staff members, when in need, to support teamwork and contribute to the successful completion of their objectives and strategies.
• Make recommendations to improve department performance and communications.
• Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES

May supervise and coordinate work with servant leaders. Will report directly to the Lead Adult Groups Pastor.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION AND/OR EXPERIENCE

• High school diploma or equivalent minimum; college experience preferred. Two to five years of administrative experience.

LANGUAGE SKILLS

The individual must have excellent interpersonal skills, ability to work with a diverse group of people, communicate clearly and effectively on the telephone, e-mail and in person, demonstrating tact and diplomacy. Exceptional interpersonal skills are required to develop and maintain strong working relationships with volunteers, co-workers, the public and church members and regular attendees. The individual must have the ability to understand written or oral instructions; read, analyze and interpret complex documents, instructions manuals, policies and procedures is essential.

COMPUTER AND MATHEMATICAL SKILLS

The individual must have demonstrated skill in the use of Windows/MacOS to complete tasks, including word processing and spreadsheets and the ability to use the internet for information retrieval. The individual must have basic mathematical skills, knowledge of bookkeeping and basic accounting, and budget and expense monitoring. The individual must have the ability to read financial information and spreadsheets.

REASONING ABILITY

The individual must be able to define problems, collect data, establish facts, and draw valid conclusions; respond effectively to the most sensitive inquiries; simultaneous conceptualization and planning of multiple tasks, ability to project outcomes using different implementation strategies and ability to apply creative and innovative thinking to problem situations; and solve practical problems. The ability to work effectively and efficiently under stressful conditions to ensure deadlines are met is essential.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is required to stand, walk, and reach with hands and arms.

Must be able to lift up to 25 lbs.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level of the work environment is usually moderate.