Job Description

Job Title: Assistant to the Director           

Department: Women's Crisis Shelter                                     

Location:  1515 E Illinois

Reports To: Director of Women's Crisis Shelter

Date Revised: June 2020

UGM considers every position one of ministry and a vital and valued part of our team.  Therefore, it is essential that all employees of UGM have a personal relationship with Jesus Christ and subscribe to our Statement of Faith and Core Values. Additionally, employees must be willing to lead and/or participate in Bible study, prayer, devotions and sharing the Gospel.

SUMMARY OF POSITION:

This individual provides administrative assistance to the Director of the UGM Crisis Shelter. They oversee all administrative functions and provide excellent reception to visitors- while training and managing all associate staff and volunteers assigned to the front office. The Assistant will order supplies as needed and handle the data entry and relevant correspondence by email and phone.

DUTIES & RESPONSIBILITIES:

Key Result Area #1: Assistant Duties

• Provide ongoing support to the director to meet daily objectives and responsibilities.
• Manage the Directors’ personal, program and staff schedules accurately.  
• Participate in designated conversations and offer insight and feedback when necessary. 
• Maintain consistent awareness and knowledge of all areas of the ministry.  

Key Result Area #2: Administration

• Oversee management of donations, petty cash, purchase orders, credit cards, and gift cards.
• Order office supplies when requested. 
• Ensure proper maintenance of office equipment and phone systems. 
• Maintain the Crisis Shelter daily calendar with key details and changes in meetings and events.

Key Result Area #3: Communication

• ·    Ensure healthy and consistent communication occurs among staff and residents.  
• Ensure staff members and volunteers hold one another accountable and participate in the self-evaluation process both in community and staff meetings.
• Attend meetings prepared to offer feedback and help ensure the most effective use of time.  

SKILLS & QUALIFICATIONS:

• Grounded in the Christian faith. Able and willing to model servant-leadership as part of a ministry to the poor, homeless, and drug-addicted. An active member of the body of Christ on a consistent, day-to-day basis.
• Strong Interpersonal skills – professional while exercising compassion and discernment, modeling the teachings of Jesus.
• Able and willing to honor the leadership, chain of command, standards and ministry objectives of Union Gospel Mission.
• Computer literate (Word, Excel, Outlook); able to complete documents, build tables, and accurately record information. 
• Excellent communication skills: written, verbal and instructional.
• Must have a teachable spirit and the ability to listen.
• Strong organizational skills, able to manage multiple projects simultaneously and make sound decisions.  
• Insightful, trustworthy, honest, reliable, model appropriate boundaries and strong work ethic.

WORKING CONDITIONS/PHYSICAL FACTORS:

Occasionally = 1%-33%; Frequently = 34%-66%; Continuously = 67%-100%

• Work is primarily indoors.  It requires occasional climbing stairs, sitting, standing, bending, and reaching – continuously. 
• Requires a sustained level of high energy, stamina, and the ability to move about the building on a regular and ongoing basis - continuously.
• Requires the ability to hear, see, and speak clearly – continuously.

EQUIPMENT/TOOLS USED:

• Computer, Microsoft Office, Office 365, Virtuous CRM, UKG HR, Waypoint, Copier, Fax, Scanner, Multi line phone system. 

EDUCATION/EXPERIENCE:

• Minimum Two-year college degree in applicable field of study, or equivalent years of experience managing an office.

• Two plus years in Administrative Management preferable.
• Experience using Microsoft Word, Excel, and power point.
• Experience in customer service with exemplar inner personal skills.
• Highly organized with experience in managing and meeting deadlines.

REQUIREMENTS:

Union Gospel Mission is a privately funded 501 (c)3 non-profit, evangelical Christian ministry.  Our designated purpose is religious, and we are a Christ-centered ministry, which is dedicated to sharing the Gospel and helping the homeless and impoverished.  We consider every position essential in the fulfillment of our ministry and Statement of Purpose.  As such, each employee must have a relationship with Jesus Christ as their personal Savior and Lord.  All employees must:

• Be able and willing to share the Gospel and participate in all of the ministry activities of Union Gospel Mission.
• Subscribe to Union Gospel Mission Statement of Faith and Qualifications for Employment upon hire and continuously while employed.
• Adhere to Union Gospel Mission Employee Handbook.