Admin Assistant 2 (Philanthropies - Provo)

The Philanthropies Department (PHI) helps to invite individuals and families to follow the example of the Lord, Jesus Christ, as they live the two great commandments to love God and their neighbors. Giving helps members and others experience the joy and blessings of participating in God’s work as they choose to follow inspiration and prophetic direction. To do this, PHI facilitates and invites voluntary philanthropic giving (beyond tithes and fast offering) for programs and projects approved by the First Presidency. PHI teaches, engages, coordinates, invites, and reports regarding voluntary philanthropic contributions to the Church and its affiliated charities. PHI provides shared donor and philanthropic services to all Church-affiliated entities.

The Administrative Assistant 2 role performs a wide variety of administrative tasks to support a work group, department/area, or one or more organization leader such as a manager or director. The Level 2 Administrative Assistant role is considered the standard level to meet most administrative assistant needs in the organization. Employees as this level work under moderate oversight and make moderately complex non-routine decisions using sound judgement and protocol to resolve issues and requests. Incumbents make important daily decisions independently regarding (1) operation or production and (2) collection, evaluation, and dissemination of information.

This role contributes to the mission of the Church by helping to provide continuity, collaboration, and service for internal and external audiences. Administrative Assistants 2 serve as an important touchpoint for internal and external partners and may facilitate and filter desired requests for connection with or feedback from guests and other colleagues. Those who interact with this role expect the highest level of professionalism and excellence in customer service. Employees serve as role models for members and others by fulfilling the Church’s work with divine guidance while maintaining a spirit of unity, compassion, and charity.

The anticipated interview schedule will be as follows:

• Spark Hire Video Interview – 3/10/25-3/14/25
• First In-Person Interview – 3/17/25-3/21/25
• Final Interview – 3/24/25-3/28/25

Typically, the Staff Assistant will spend (5%) Teaching, (20%) Engaging, (25%) Coordinating, and (40%) Reporting in support of the organization’s work to invite all to participate in inspired giving experiences.

In alignment with the core responsibilities at PHI to Teach, Engage, Coordinate, Invite, and Report, this position's responsibilities are aligned as follows:

Teach (5%):

1. May be required to share the role and purpose of Philanthropies to engage every person in giving who has a desire to build the Kingdom of God so all may enjoy an inspired giving experience that results in positive change. May assist in orienting and training lower-level employees (e.g. Students).

Engage (20%)

2.Engage with others by collecting, evaluating, disseminating, coordinating and maintaining complex information from multiple sources. Create and maintain filing systems. May perform data entry activities. Provides a wide variety of administrative and support services for a work group, department/area, manager, or director. Decisions and tasks are moderately complex and often non-routine. Assists in resolving complex issues and problems. Sound judgment, accuracy, and timeliness of service is required.

Coordinate (35%)

3. Ensuring connection and communication details are shared with clarity, in a timely manner, without defect, while maintaining confidences and using wise judgement in prioritization when facilitating incoming requests. Maintains and updates calendars and directories. Answers telephone and responds to routine calls/inquiries. Reviews and distributes mail. Resolves conventional problems, questions, or situations in alignment with defined criteria, practice, or protocol. Prepares correspondence and supports tasks related to departmental projects, following up on details and other assignments.

Reporting (30%)

4. Conduct special projects and research related to the area of assignment, compiling information, and preparing reports. May assist in budget preparation and control activities. Administers programs, projects, or processes specific to the operating unit served. May serve as administrative liaison with others within and outside the company regarding administrative issues related to purchasing, personnel, facilities and operations.

• High School diploma or equivalent plus 2 years post high-school education or training with an additional 3 or more years of administrative assistant experience, or a combination of experience and training.
• Intermediate office skills including moderate to complex research abilities, knowledge of the operation and maintenance of standard office equipment, and intermediate experience with standard office software sufficient to create reports, charts, graphs, and tables with minimal supervision in spreadsheets and word processing documents.
• Proficiency in office and clerical functions.
• Seasoned skills of independent analysis and judgment. A demonstrated ability to provide an exceptional level of customer service and ability to keep confidences.
• Excellent problem-solving skills, innovative thinking, and proven capacity to be self-motivated.
• Thorough and detailed knowledge of departmental procedures and functions related to required duties.
• Professional in demeanor, appearance and language, with exceptional English verbal/written communication skills, including the ability to receive and act upon feedback in a timely manner, including regular responsiveness and interactions with senior level leaders and renowned guests
• The ability to operate a personal computer in a network environment, proficiency with basic computer hardware/software, including the ability to use and learn job specific applications
• Outstanding time management and organizational skills including a proven ability to follow-through with fine details
• Nimble with change, versatile, and an optimism with a willingness to collaborate within and across teams
• Professional, persistent, patient, and respectful demeanor and ability to maintain positivity despite differences of opinion or perspective
• Must uphold and adhere to all policies and procedures of the Church and its affiliated charities, be ethical, and always demonstrate professional demeanor in all situations.
• This job typically operates in a professional office environment
• To successfully perform the essential functions of the job there may be physical requirements that need to be met such as sitting for long periods of time, constantly operating a computer, and using computer monitors and other office equipment, as well as filing. Event support and set-up may also require lifting 30 lbs and moving furniture. This would require the ability to deliver mail, move files, equipment, furniture, open filing cabinets and bending or standing as necessary.