Chase Oaks Church - Administrative Assistant (Engage Team)

JOB SUMMARY:

The primary focus of the Engage Team Administrative Assistant is to provide support for a group of pastors and the areas of ministry they lead. The ideal candidate will have a strong range of administrative skills and excellent customer service abilities. This role works under the general supervision of the Care Pastor and is a part-time, 25-hours-per-week position.

ESSENTIAL JOB RESPONSIBILITIES:

• Think proactively to assist pastors and provide administrative support related to ministry needs
• Support and execute events and meetings including registration, communications, organization and other details
• Organize and maintain accurate data entry, group management, meeting space assignments, and event management details using church management software (ROCK)
• Provide communication to key leaders as requested
• Perform data reporting and analysis to assist with ministry evaluation
• Provide administrative support to the Pastoral Care Pastor, the Next Gen Pastor, Global Empowerment Pastor, Repurposed & Residents Pastor, and Chinese Campus Pastor, including (but not limited to) ministry email communication, budgets, and ROCK event registrations
• Provide occasional support during weekend services, evening events, and special events

General A-Team (Administrative Team) Duties and Responsibilities:

• Coordinate and prepare for meetings and events, including room set-up, food, etc. and expense reimbursement in church management software
• Prepare and submit expense reports
• Edit and generate correspondence as needed
• Maintain team members’ calendar in Outlook as needed or requested
• Maintain accurate and current records in church management software
• Reserve room and resources in church management software
• Support Office Manager as needed (A-Team, rotating phone duty, special projects, training, etc.)
• Keep clear communication with the front desk in times of team member absences
• Attend required meetings
• Perform miscellaneous job-related duties as assigned

JOB PROFILE:

SPECIFIC SKILLS / STRENGTHS

• Positive with a great attitude and “can do” spirit
• Highly skilled in software management, data entry, and task organization
• Detail-oriented; enjoys diving deep into fine details, making sure everything is organized and accurate
• Pro-active and able to anticipate team needs
• Comfortable with putting together events as called upon
• Good with multi-tasking related to those they support; able to keep track a wide range of details at the same time
• Flexible and willing to jump into other tasks outside of normal responsibilities during busy seasons
• Energetic, self-motivated, and well-organized
• Proactive and timely in carrying out assignments to completion

EXPERIENCE DESIRED

• Experience:  2 years related experience and/or training; or equivalent combination of education and experience

EDUCATION DESIRED

• Education: Minimum of high school diploma or equivalency; college degree preferred

SUPERVISORY RESPONSIBILITIES

• There are no supervisory responsibilities with this role.

LANGUAGE SKILLS

• Ability to speak effectively and understandably on the phone. The ability to effectively present information and respond to common inquiries regarding Chase Oaks ministries is also required. High attention to customer service.

COMPUTER SKILLS

• Strong ability to learn and master complex church management software
• Strong working knowledge of Microsoft Office, Outlook calendaring, and email
• Basic knowledge of Excel and PowerPoint
• Familiarity with databases
• Strong software management, data entry, and task organization skills are a must

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. Lifting 5-10 pounds is an occasional but essential requirement. 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, talk or hear. The employee frequently is required to use hands to touch, handle, or feel and reach with hands and arms. The employee may be asked to bend and kneel.
• 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 in the work environment is usually moderate.

Qualifications for employment at Chase Oaks Church requires being a Christ-follower—whose work history and lifestyle shows a consistency to adhering to the scriptural principles of the Bible—and agreeing with the Purpose, Strategy, and DNA statements of Chase Oaks. We request that each staff member be “All – In” and be committed to the local body of Christ at Chase Oaks Church in the areas of worship, groups, service and giving.

CHASE OAKS CHURCH DNA

• Jesus Sets Our Tone.
• We're All In The Same Boat.
• We Are Here For Good.
• This Is Not Our Party.
• We Don't Go It Alone.
• We Are Not Set In Our Ways.
• We See Beauty In Diversity.
• Our Best Days Are Ahead Of Us.
• We Don't Sweat The Small Stuff.

CHASE OAKS CHURCH STAFF VALUES

• We cultivate because we believe in the good that is to come.

• We collaborate because we are better together.

• We celebrate because we can.

LEADERSHIP SKILLS

• Character - Being above reproach
• Self-Leadership - Practicing rhythms that allow personal flourishing
• Drive - Relentlessly pursuing excellence based on one's unique purpose, values, strengths, and passions
• Judgment - Demonstrating wisdom in action
• Influence - Impacting how other people think and act