Program & Pastoral Support Assistant
First United Methodist Church
Directly Reports To: Director of Office Operations
Directly Supports: Age Level Program Staff and assists the Director of Office Operations.
Job Summary: The Program Support Specialist provides administrative and organizational support to the staff responsible for age-level ministries (children, youth, and college) so the day-to-day work of ministry flows smoothly and in the most effective and efficient manner possible. This position combines both organizational and administrative strengths with the ability to work as a key member of a healthy team. The nature and details of the position will be formed by the specific needs of the age-level staff, the Director of Office Operations, and the pastor assigned to resource age-level ministries.
The incumbent will be proactive and anticipate, plan, and shepherd weekly, monthly and seasonal functions of the various age-level ministries while providing support to the Director of Office Operations. As with all other positions on the First Methodist staff, the Program & Pastoral Support Assistant is accountable to the Lead Pastor and through her/him to the Staff Parish Relations Committee (SPRC) of the congregation.
Essential Functions: Clearly understand age-level ministries and how they further the mission of the congregation. Proactively look ahead to anticipate the support and coordination needs of the age-level ministries. Work supportively with the Director of Office Operations to resource the pastors and their ministries as needed. Manage, delegate and execute various administrative projects as requested. Research and book travel arrangements; price and order books, supplies and events. Maintain program calendars, schedule rooms, equipment and vehicles for events Research, compile and analyze data for reports and other materials Edit and distribute meeting agendas and minutes of age-level committees Database entry and reporting
Other Responsibilities: Participate in staff meetings and other meetings as requested Provide backup and support to administrative staff as needed. Staff reception desk on Sundays in rotation with other administrative staff
Minimum Qualifications: Administrative experience emphasizing time management and customer service Personal discretion and integrity able to manage confidential, sensitive information Demonstrable proficiency in writing, editing, and desktop publishing Ability to interact and work with all kinds of people, as part of a team Comfortable managing multiple projects at a time
Physical Requirements: Able to use a computer for extended periods of time Able to move freely in and out of different church settings Able to speak comfortably in public to both small and large groups
Organizational – Knowledgeable about how congregational communication, decision making and leadership work
Written Communications – Able to write clearly and succinctly; employ correct grammar, punctuation and speech; clearly deliver messages in a tone appropriate to the context
Attention to Detail – Consistently attends to the many small pieces which must be assembled into a organized whole; follows up on missing or out of balance items; resolves unanswered questions needed to address a problem; keeps the larger picture in mind while tending to the smallest of details
Interpersonal Skills – Establishes good working relationships with people at all levels of the staff; builds appropriate rapport and sets appropriate boundaries; considers the impact of his/her actions on others; uses diplomacy and tact; is approachable, avoids communication triangles
Technical Expertise – Acquires and demonstrates the technical skills required to proficiently execute the essential function of the job; understands which skills are lacking and seek to develop those skills; continually works toward the mastery of technical proficiency in desktop publications and database management software
Planning – Can manage both people and material resources; breaks down work into process steps; develops schedules and tasks assignments; anticipates and adjusts for problems and roadblocks; measures performance against goals; evaluates results
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