What are the responsibilities and job description for the Field Teams Administrative Manager position at Convoy of Hope?
Ministry Function:
The Field Teams Administrative Manager supports the ministry of Convoy of Hope by providing assistance to requested Field Teams in all aspects of preparing and assisting a successful team.
Essential Duties and Responsibilities:
- Collaborates with internationally and domestically focused administrative colleagues to ensure balanced workflow and thorough customer service internally / externally to all operational/relational touch points as it relates to performing the Administrative functions of sending Field Teams.
- Serve as a field leader for up to 6 teams each year, as requested.
- Work with Senior Director of Field Teams to help manage financial elements of Field Teams engagement. This includes, but is not limited to, helping with check requisitions, budget communication with team leaders, and other budgeting related duties.
-
Provide oversight to field team deployments, including:
- Provide materials and support for team leaders.
- Ensure tracking of payments and due dates for each team with thorough communication with group leaders.
- Coordinate with Travel Manager to book all teams’ travel.
- Ensure that background checks have been done on each team member, either through the affidavit process or performing background checks.
- Ensure reporting of volunteer hours and other statistics after each team.
- Ensure group member forms are processed in a timely and efficient manner.
- Respond to website inquiries, emails, and phone calls.
- Evaluate systems to make sure they are serving efficiently and effectively.
- Interact with various departments at Convoy of Hope to stay aware of needs and opportunities.
- Prepare and/or coordinate the preparation of all FT documentation and reports as needed. (Communications requests, financial forms, external reporting, etc).
- As a member of the Network Division, supports other programs as assigned.
Required Knowledge, Skills, and Abilities:
- Bachelor’s Degree preferred, High School diploma or equivalent required.
- 1 year office experience; Church and ministry experience preferred.
- Ability to use a PC and software programs, including but not limited to Microsoft Office, Google Suite, and project managing software.
- Strong organizational skills for handling several projects at one time and meticulous attention to detail.
- Excellent written and verbal communication skills are necessary for tactful communication with pastors and team leaders.
- Excellent grammar and punctuation skills are necessary for writing reports.
- Ability to follow verbal directions and written processes accurately and methodically.
- Ability to travel domestically and internationally as needed.
- Ability to perform some physical labor on an infrequent basis.
- Attends and actively participates in COH At Home Week meetings and activities as a required responsibility to the organization and fellow team members.
- Serves as an advocate for the ministry, striving to nurture, broaden, and develop financial and other resource opportunities to support and expand organizational and program ministry.
- Positively represents the ministry of Convoy of Hope, including its mission statement and core values, to all outside constituencies.
- As a Christian organization, Convoy of Hope believes it is critical that team members embrace the organization's religious purposes for which it exists and not only agree with its Statement of Faith but demonstrate it in their lives on an ongoing basis.
Supervisory Responsibilities:
This position involves supervising staff members and volunteers.
