Job Description
The Churchwide Ministries Administrative Assistant will serve the church, under the direction of the Leadership Development Minister, Stewardship Minister, and Multiplication Minister by providing administrative services as they
occur or are delegated.
PRIMARY JOB RESPONSIBILITIES may include but are not limited to the following:
General Administrative - Respect and maintain the confidentiality of the Leadership Development, Stewardship and Multiplication Office.
- Coordinate scheduling and calendaring of meetings for the Leadership Development, Stewardship and Multiplication Staff
- Maintain records, statistics and reports to assist the Leadership Development, Stewardship and Multiplication Staff.
- Attend planning meetings and other meetings requested by the Leadership Development, Multiplication and Stewardship Staff in order to document tasks and assist in follow through. Build and maintain a trust-worthy relationship cross-campus.
- Assist in planning and coordinating details and/or executing tasks related to projects from the Stewardship Minister, Leadership Development Minister, and Multiplication Ministers.
- Process financial items with integrity, and in a timely manner per specific requirements deemed by the Business Office. (check requests, credit card statements, cash deposits)
- Manage the complete process of special events (multi-campus, on-campus and Outside Event Requests) by providing accurate location research, activating promotions, managing contracts and payments, and registrations.
- Coordinate ministers, or guest event speakers, travel to conferences or speaking engagements including, but not limited to, mode of transportation, lodging, meals, event registration, honorarium requests and reimbursements. Act as the hostess/tour guide for guests.
- Support any training endeavors toward Brentwood Baptist Staff, lay leaders, Engage Network Partners, and other leaders (local and global).
Stewardship - Responsibilities include:
- Management of donor communication and mailings
- Database maintenance as required
- Development of statistical reports and analysis
- Schedule management
- Management of administrative tasks, such as credit card, mileage reconciliation, and communication requests
- Other duties as assigned
EQUIP Seminary Partnership: - Create and maintain all records for students to enroll in the seminary classes and provide all documentation to Southeastern Baptist Theological Seminary.
- Support all classes and professors as needed, including room reservation, technology needs, etc.
- Collect all information for the end of the semester, including students' grades, and provide this information to SEBTS through the appropriate channels.
Ministry Residency - General: Coordinate and assist the Leadership Development Staff in the execution of all communication; proofing and editing documents, managing correspondence, scheduling weekly meetings, filing documents, preparing for presentations, executing promotions, providing hospitality, and managing Resident requests.
- Financial: Assist in preparing, reviewing, balancing and maintaining the budgets of the Ministry Residency under the direction of the Leadership Development Minister. This includes processing check requests/mileage forms, reconciling monthly credit card statements, and printing monthly reports.
- Resources: Manage room set-up and equipment needs related to the Ministry Residency.
- Organize events throughout the year including catering orders and setting up/breaking down the event, scheduling events into eSpace in advance, and coordinating with facilities crew to ensure set up.
- Assist in ordering supplies, reading materials, and hospitality needed for beginning of year and coordinating outside events such as retreats, and outings for residency.
- Support the Ministry Residency with other tasks when directed by Leadership Development Minister.
Internships - Serve as point person for Leadership Development Minister Office with the campus ministers
- Provide resources and instruction for campus hires; maintain records of applications, financial support, and inquiries from staff and applicants.
TNT and other Leadership Groups - Administer details and record keeping of Leadership Development groups. Includes maintaining web-based learning platforms, providing resources and timely communication for promotions and participants, and organizing scheduled meetings.
- Create new and post to web pages, e-learning and blogs on the Leadership Development webpage and minister blog sites.
Multiplication - Organize and maintain the Church Multiplication and People Group Congregation files and documentation (resources, administration, recruiting, demographics, etc.)
- Assist the Church Multiplication Team in strategic development of initiatives including, but not limited to Church Multiplication partnerships, Regional Campus development, and People Group Congregation development, etc.
- Manage Church Multiplication Ministers schedule
- Management of administrative tasks for Multiplication and People Group Congregation, such as credit card, check requests, mileage reconciliation, communication requests, attendance records, eSpace requests.
OTHER RESPONSIBILITIES may include but are not limited to the following:
- Participation in staff meetings as required.
- Serve in rotation for phone relief duty and/or other church-wide needs
- Complete applicable weekly/quarterly/annual reports required by the department
- Inform the Ministry Residency Director of residency staff, residents or their family's issues, needs, crisis, and opportunities for support or encouragement.
COMPETENCIES AND TRAITS :
In addition to the specific responsibilities required for this role, Brentwood Baptist Church also seeks candidates that possess some general competencies and behavioral traits that enhance the effectiveness of our staff.
Management - Effective in directing both resources and volunteers towards the accomplishment of goals
- Maximizes personal effectiveness by focusing on "must-dos" tasks
- Anticipates/avoids problems or formulates creative solutions
- Makes timely decisions that produce quality outcomes
Team Contribution - Demonstrates flexibility, adapts well to changing priorities or situations
- Self-directed and proactive in accomplishing tasks without significant oversight
- Is willing to take on additional responsibilities with a "can-do" attitude
- Collaborates well with others to accomplish group tasks
Team Communication - Clearly conveys expectations and priorities to volunteers
- Uses written and verbal communication in a way that accomplishes intended results
- Adheres to commitments, schedules and deadlines
- Functions well in a team environment, regularly shares information and solicits feedback from others
Self-Development - Prioritizes and accomplishes self-development goals
- Demonstrates an ongoing commitment to obtaining the KASH (knowledge, attitude, skill and habits) necessary to be successful in this role
- Teachable spirit with a desire to learn and grow
- The gap between the current job description and the employee's current abilities is appropriate and allows for future growth
QUALIFICATIONS :
- Be detail oriented with strong gifts in administration.
- Ability to anticipate needs and avoid problems.
- Have strong written and verbal communication skills
- Time management, project management and prioritization skills.
- Proactive attitude and temperament.
- Excellent relational skills.
- Quick learner with strong work ethic and can-do attitude.
- Ability to collaborate, cooperate and function well in a team environment.
- Demonstrates strong written and verbal communication skills.
EDUCATION & EXPERIENCE :
- Preferred Bachelor's degree from four-year college or university and/or relevant training or equivalent combination of education and experience.
- Preferred five years of experience in administrative support or more experience in basic administrative support or project management.
All campuses function under the governance of Brentwood Baptist Church. Each campus is an established entity operating as a whole and permanent part of Brentwood Baptist. Each maintains pre-determined alignment characteristics that uphold the Brentwood Baptist "DNA" while also containing some contextualized characteristics to allow it to best reach its target local community. Every staff member is an employee of Brentwood Baptist.
Job Tags
Permanent employment, Internship, Work at office, Local area,