Administrative Assistant - Groups (Madison Campus)

About the role

The Administrative Assistant provides administrative support to fulfill the overall goals and objectives of the Pinelake Madison Adult Groups Team, including all demographics from 18 years old and up. This position will highly rely on a proactive support and hospitality mindset. Supporting the Lead Adult Groups Minister, Groups and Connections Teams, and church body as they engage in a pathway of discipleship. This role will oversee and lead all support efforts for Adult Groups, Essentials, Jesus Centered Life, and Be the Church.

Responsibilities

• Organizes, prioritizes, and executes routine office duties:
  • Schedule management and appointment scheduling for Lead Adult Groups Minister.
  • Scheduling and organization of on-campus groups.
  • Email correspondence.
  • Update Group Finder weekly.
  • Maintain Group updates in Rock (church management system).
  • Regularly ensures attendance data is accurate for dashboard reporting.
  • Confirm set-up and prepare rooms prior to group meetings, ensuring orderly appearance.
  • Keep room signs updated on reserved rooms for on-campus groups.
• Coverage of calendar requests utilizing Rock:
  • Assists with and submit event checklists as needed.
  • Maintain calendar in Rock.
  • Update person profiles as needed.
  • Create registration forms and maintain registrants.
  • Formulate data views used for communication and reporting.
  • Utilize Rock to communicate to small groups leaders and members.
• Ordering curriculum and resources, as requested:
  • Submit quarterly orders for Adult Groups.
  • Order curriculum for Equipping Groups.
  • Order all resources needed for our Discipleship Pathway (Essentials, JCL, BTC).
• Maintaining a portion of the Adult Group & Connections Ministries' budgets:
  • Prepare purchase orders and submit check requests.
  • Track and balance the monthly expenses to budget.
  • Reconcile VISA statements and receipts for Lead Adult Groups Minister.
  • Prepare and submit mileage logs for Lead Adult Groups Minister.
• Utilizes Rock to help Adult Groups Ministry maintain accurate, up-to-date records:
  • Build groups.
  • Develop group rosters.
  • Make leader assignments.
  • Aid Lead Adult Groups Minister to track attendance.
  • Confirm new groups added to Rock are accurately reflected in Dashboard.
  • Update profiles when needed.
• Assists in contacting Pinelake attendees who desire adult group participation or desire more info:
  • Conduct phone calls.
  • Send emails.
  • Develop registration forms.
  • Monitor progress in Rock Connections.
  • Monitor and assimilate through communication forms.
• Responds to the needs of adult group leaders and coaches, as necessary:
  • Conduct phone calls.
  • Respond to and send emails.
  • Send out curriculum in a timely manner.
  • Photocopy items as needed.
• Follows up with those engaging in our Discipleship Pathway:
  • Track attendance and provide correct data.
  • Track next steps for all participants.
  • Aid in phone calls for follow up.
  • Contact individuals to set meeting dates for next step conversations.
• Physical set up and Technology:
  • Set hospitable environments for all on-campus, group-related times and experiences.
  • Set up and breakdown after group-related experiences.
  • Work closely with the IT team to stay updated on all technology pathways that will enhance the Adult Groups Team effectiveness.
  • Learn and equip all Groups Staff with updated information concerning Rock processes, check-in, and event registrations.
• Gives administrative support for PL Equip within your area:
  • Acquire needed content for course.
  • Print and assemble participant binders.
  • Create and maintain courses within Pathwright.
• Provides an up-to-date schedule of equipping classes and small groups:
  • Coordinates set-up and food for all group related events.
• Assists other staff members, when in need, to support the ministry staff and contribute to the successful completion of their objectives and strategies.
  • Makes recommendations to improve department performance and communications.
• Performs other duties as assigned.

Qualifications

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• Education and/or Experience: High school diploma or equivalent minimum; college experience preferred. Two to five years of administrative experience.
• Languages Skills: The individual must have excellent interpersonal skills, ability to work with a diverse group of people, communicate clearly and effectively on the telephone, e-mail and in person, demonstrating tact and diplomacy. Exceptional interpersonal skills are required to develop and maintain strong working relationships with volunteers, co-workers, the public and church members and regular attendees. The individual must have the ability to understand written or oral instructions; read, analyze and interpret complex documents, instructions manuals, policies and procedures is essential.
• Computer and Mathematical Skills: The individual must have demonstrated skill in the use of Windows/MacOS to complete tasks, including word processing and spreadsheets and the ability to use the internet for information retrieval. The individual must have basic mathematical skills, knowledge of bookkeeping and basic accounting, and budget and expense monitoring. The individual must have the ability to read financial information and spreadsheets.
• Reasoning Ability: The individual must be able to define problems, collect data, establish facts, and draw valid conclusions; respond effectively to the most sensitive inquiries; simultaneous conceptualization and planning of multiple tasks, ability to project outcomes using different implementation strategies and ability to apply creative and innovative thinking to problem situations; and solve practical problems. The ability to work effectively and efficiently under stressful conditions to ensure deadlines are met is essential.
• 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Work Environment: 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.