Administrative Assistant- US Strategy Jesus Film

Pay Level: $14.53/hr.

SUMMARY

The US Strategy Administrative Assistant performs a wide variety of administrative clerical duties for the US Strategy Director, Associate Director, and team. They coordinate and implement the US Strategy projects of the department in a fast-paced office environment under frequently changing conditions. Supervision received consists of in-depth and on-going training we provide, assignment of the problem, and discussion of its nature.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Actively and intentionally grow in his/her Christian faith
• Maintain a positive witness for Christ
• Express a dependence on the Holy Spirit
• Share what God is teaching him or her
• Consistently attend and participate in team/ministry devotional times

For This Position:

1. Serve as Administrative Assistant for US Strategy, relieving the director and other department leadership of a variety of technical and administrative duties.
2. Track and administer the director’s email correspondence by managing, organizing, and prioritizing email accounts and Google docs.
3. Track and administer the department’s calendar by arranging and scheduling a variety of meetings and events: including reserving and preparing meeting rooms and arranging catering.
4. Make travel arrangements for the department staff, and guests; including booking air, lodging and ground transportation for both domestic and international trips and obtaining necessary visas, insurance coverage, and cash advance requirements.
5. Complete and track various data entry tasks; including assisting with the annual budget development and monthly tracking of expenses.
6. Prepare and type a variety of correspondence, emails, agendas, memos, reports, meeting notes, contracts and materials, including material of a confidential nature.
7. Prepare financial reports for the US Strategy team and perform basic analysis relative to projects as needed.
8. Represent the department by answering the questions of other staff and greeting ministry guests.
9. Coordinate the planning and implementation of department’s projects according to the JFP project management process:
10. Coordinate projects from beginning to completion by tracking progress, updating US Strategy leadership on status, meeting with various members in respective departments, arranging meetings, communicating with stakeholders on request/feedback/follow-through, and finalizing the wrap up process with all members involved.
11. Coordinate with graphic designers, studio managers, vendors, partners, Jesus Film leaders, marketing and establish effective methods of product roll-out and distribution.

• Maintain integrated filing system in conjunction with JFP protocol for all e-mail files, electronic files stored on computers, and all related paper files, media, archives, etc.
• Participate in meetings and committees as assigned; take notes as applicable, including proper handling of material of a confidential nature; prepare and type a variety of correspondence, agendas, memoranda, reports, notes and other materials, and distribute to assigned staff.
• Learn in-house databases and develop ability to provide required information, tracking and reports. Manage the funding and “SPQ” (Strategy Planning Questionnaire) process and all related duties with accuracy and according to schedule. Track funding data, etc., in Excel.
• Cross functional involvement with Field Strategy Team (FST): participate in some FST meetings, ongoing FST Admin training, and perform Admin duties associated with the FST Geo Coach roles for North America and Oceania.

OTHER FUNCTIONS (Non-essential)

• Perform related duties or special projects as assigned.
• Facilitate the team atmosphere of the department by arranging the honoring of birthdays, completion of MPD by supported staff, arrival of new staff, and the commemoration of other special events.
• Participate in the Christmas Calling Campaign, completing required amount of calls.
• Assist in analyzing and streamlining policies, procedures and processes to improve overall accuracy and efficiency of the department.
• Order and manage the use of the department’s office and hospitality supplies.
• Review and proof documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations.
• Submit work order requests for any maintenance or information technology issues.

KNOWLEDGE, SKILLS & ABILITIES: 

• Modern office practices, procedures and equipment.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Oral and written communication skills.
• Ministry organization, operation, policies and objectives.
• Appropriate phone etiquette, interpersonal skills, and handling both inside and outside contacts at any organizational level with considerable tact, discretion, patience and courtesy, with ability to grasp understanding of the situation and make recommendations.
• Budget preparation and control.
• Advanced personal computer operation, including Microsoft Office and Google’s G Suite
• Basic research methods.
• Editing and proofing skills.

ABILITY TO:

• Perform a wide variety of complex administrative and secretarial duties with high degree of speed and accuracy.
• Communicate effectively both orally and in writing.
• Demonstrate intermediate proficiency in Microsoft Word, Excel and PowerPoint.
• Type accurately at 60 words per minute. 
• Establish and maintain cooperative and effective working relations with others.
• Learn, apply and explain policies, procedures, rules, and regulations.
• Analyze situations accurately and determine an effective course of action.
• Plan and organize work.
• Work confidentially with discretion.
• Work independently with little direction or supervision.
• Perform intermediate level bookkeeping/budgeting duties.
• Analyze and interpret basic financial statements and reports.
• Use a computer with advanced software and other normal office equipment. Experience with Apple Mac computers and software is a bonus but not required. 
• Maintain accurate records and files.
• Perform tasks with extremely close attention to detail.\ Coordinate multiple tasks running simultaneously.

EDUCATION and/or EXPERIENCE:

Any combination equivalent to: two years college level work in office management and three to five years experience in secretarial or office management positions of increasing responsibility.