Ministry Operations Administrative Assistant

Position Results Description

Ministry Operations Administrative Assistant 

Hours: 24 hours/wk

Salary: Negotiable based on Experience

Supervisors: Ministry Director, Leadership Development Director

Major Objective: To assist the Ministry Operations Team so that office activities flow smoothly & efficiently and staff are empowered for effective ministry.

Key Result Areas Include:

1. Assisting, representing and encouraging the Ministry Director (MD),  Leadership Development Director (LDD), and the Ministry Team (Ministry Site Coordinators)
2. Office and material management
3. Presenting a positive image of the staff and ministry to the general public
4. Thinking and planning ahead for coming tasks, programs & events
5. Doing all assigned procedures and tasks
6. Managing your position for effectiveness & efficiency

Key Result Area #1 - Assist, Represent & Encourage MD, LDD & Ministry Team (MSCs)

Supporting Objective: To be a catalyst for success by being a positive representative of, and encouragement to, and assistant to the MD & LDD in all endeavors always thinking about the success of the team and assisting in any way possible.

Standards of Performance:  You’ll know you are doing a good job when…

• You have worked to identify the strengths,  weaknesses, and needs of the MD, LDD & MSCs so that you help the team be successful even in areas where the team may be weaker.
• You are constantly thinking of ways to effectively empower the team and its ministry
• You see yourself and act as the a representative of the MD/LDD/MSCs, seeking to bring success in all areas.
• You are forward thinking without stepping beyond authority - seek to be one step ahead in looking for what needs to be accomplished while not making executive decisions without authority.  This means offering advice and support, but asking when you aren’t sure if it is beyond your authority.
• You are a constant encourager to all staff in all areas
• You are the initiator of finding and developing team(s) of volunteers to perform administrative functions which require more person-power than you alone could manage. - i.e. Ministry event set-up and preparation, etc.

Key Result Area #2 - Information and Office Management

Supporting Objective: To initiate the organization and cleanliness of the ministry office, data, and office systems so that the office and ministry can run smoothly and efficiently.

Standards of Performance:  You’ll know you are doing a good job when…

• You are the initiator of organizing and cleaning ministry office spaces, data (incl. Videos, photos, Google Drive), physical spaces (and some shared office space) so as to create a more productive and professional environment.
• You become the ministry database expert (GOOGLE DRIVE, YFC IMPACT,  KNOWLEDGE BASE,  LEADER JOURNEY SYSTEM, JOTFORM, LAST PASS), initiating and organizing data entry, accuracy, and smoothness so that our ministry information is user friendly, reports are timely, and productivity is increased.
• You create and develop office procedures and systems that work for the ministry team’s efficiency and benefit

Key Result Area #3 - Public Image

Supporting Objective: To initiate a positive public image for YFC through personal contact with people who call or with whom you come in contact, and through the development of quality public relations materials and technological marketing tools so that the ministry is enhanced through all contact and communication with people.

Standards of Performance:  You’ll know you are doing a good job when…

• You are on time and on duty at all scheduled times and fill out an advance permission request to get permission for any variance to set schedule.
• You set the tone for the office environment working to peacefully bring resolution to any issues as they may arise.
• You initiate office clean up whenever it seems that the office has lost its professionalism and initiate decorating as needed.
• You are constantly thinking of how to improve our publications (e.g. brochures, handouts, flyers, etc) & website in order to present the most positive image to kids and volunteers
• You are always seeking to better understand the ministry, it’s leaders (paid and unpaid), schedules & functions well enough to communicate with public and help the team succeed
• You help to implement general correspondence concerning inquiries about ministries, volunteering, events, etc. and initiate setting up easy and efficient ways to communicate back with inquiries.
• You are weekly gaining significant proficiency in MS Office, Adobe Photoshop, Knowledge Base, Leader Journey System, Giving Fuel/Reg Fox, Canva, WordPress, JotForm, Sign Up Genius, and Google Drive

Key Result Area #4 - Visionary and Planning

Supporting Objective: To be a catalyst to growth in our visioning and planning process by helping the ministry staff have a clearer picture of the calendar, helping staff know and meet deadlines, helping with planning and encouraging staff so that they can effectively execute tasks, etc. 

Standards of Performance:  You’ll know you are doing a good job when…

• You help MD/LDD have a collective and clear picture of the calendar
• You are constantly thinking ahead to what’s coming (events, programs, mtngs, and appointments) and initiate meeting deadlines with all staff.
• You help with planning & executing effective major events ex) Be The Story, See the Story, Golf Tournament, Clay Trap Shooting Event, Camps/Retreats 
• You are an encourager to MD/LDD/MSCs for successful execution of tasks
• As needed, you do research (on topics, for programs & talks, staff travel scheduling, etc.)

Key Result Area #5 - Assigned Procedures and Tasks

Supporting Objective: To follow through on all assigned procedures and tasks in a timely and efficient manner, so that deadlines are met and effective correspondence and ministry takes place.

Standards of Performance:  You’ll know you are doing a good job when…

• You occasionally serve as the point person for the front desk reception and phones, greeting people and answering phones in a polite and inviting manner, always realizing that you are the first representation of YFC.
• You do correspondence in a timely and professional manner.
• You are a key player for events (concerts, fundraisers, etc.) and follow through on all assignments. 
• You are the point person for the design, layout and delivery of all  brochures, flyers, publications 
• You manage and execute a prioritized list of MSCs administrative needs (ex: record and reconcile receipts for each ministry site’s budget).
• You are ready to help with setting appointments as assigned
• You are proactive in identifying administrative needs MC/LDD have; then seek to meet those needs

Key Result Area #6 - Position Management

Supporting Objective: To manage your positions in a professional way so that the results of your PRD are your goals and responsibility, because you see your position as a calling from God.

Standards of Performance:  You’ll know you are doing a good job when…

• You meet with MD/LDD at set times
• You seek to foster a growing partnership with the Executive Development/Bldg Team and its assistants so as to create smooth operation for our entire office.
• You work to enhance communication at all levels (especially between teams and departments)
• You review and personally evaluate your performance against your PRD on a regular basis.
• You help with refining and redefining position results description as assigned.

Staff Person:__________________________________________________________________

Supervisor: _______________________________________________Date:_______________

Specific Tasks

• Check in with MD/LDD and MSCs daily to see what tasks they need help with
• Design flyers, brochures, signage, website images, marketing material, banners, fundraiser materials. Etc. utilizing Photoshop, Publisher, Canva, and Word.
• Assist LDD with the volunteer onboarding process utilizing Knowledge Base and Leader Journey System
• Assist MSCs with weekly ministry tasks: set up, printed materials, food, etc. Refer to Ministry Admin To Do list. 
• Keep track of volunteers and staff annual requirements & training on Leader Journey System
• Develop content and manage LED sign using Photoshop and ViPlex Express
• Keep track and record all ministry receipts and budgets using the Beta Tool and Google Spreadsheets
  • Assist Eric and Tally with categorizing and recording monthly ministry credit card expenses
• Use Sign-up Genius to create a weekly sign-up for Satisfied
• Track all money for camps and scholarships using Giving Fuel and recording information in the YFC Student Expense Accounts in Google Sheets. 
• Track and update all student camp registration lists and make sure all information and money is received 
• Help coordinate summer camp details: vehicle permits, meals, volunteers, gear, medications, electronics, money, health forms, camp covenants
• Make popcorn every Thursday 😀
  • There is a bucket of coconut oil under the cart that has an ice cream scoop in it. After you turn on the machine put 1 scoop of oil in the metal basket and let it melt. Add 1 cup of popcorn from the bucket and approx 1 tsp salt.  Make sure doors on basket are closed. Once the popcorn starts to slow down in between pops you can dump the metal basket and ENJOY!
• Use Facebook to communicate upcoming events with the public.
• Keep track of Ministry site and event photos on Google Photos (specifically after events, Camps/before Be the Story)
  • Ministry Montage Folder created in Be the Story Folder each year, then shared with MSC’s to upload their photos. 

*Important to be a part of ELT (when applicable).  It helps to stay in the know and stay on top of needs and upcoming events.

*Attend MLC meetings to stay on top of ministry site coordinators needs and events. 

Adventure Camp & Local Camp Tasks

• Get MSCs Save the Date postcards around February (as soon as summer camp dates are determined)
• Keep track of student registrations, dues, fundraisers, and expenses
• Send out student letters and emails to parents
• Help coordinate work days and fundraiser events to help students raise money for camp fees
• Design Adventure Camp Promo Materials and Field Manual
• Print and put together all field manuals.  Pack into individual gallon ziploc bags with a pen
• Design Camp Song Book
• Design Local Camp Promo Materials (ex. As needed…Journals, Game Cards)
• Coordinate team of volunteers to stay overnight with campers the night before they leave for camp
• Coordinate volunteers to provide breakfast for campers
• Coordinate camper check-in the night before camp
• Make sure all health forms are received
• Make sure all volunteers have been onboarded
• Record all medications that students bring- new process TBD
• Purchase all vehicle park passes for state and county parks
• Initiate YFC vehicle maintenance with wheels crew for the end of May
• Make sure First Aid kits are in each camp vehicle
• Order credit cards for volunteers going out to Adventure Camp

Individual Ministry Sites - refer to Google Sheet “To Do List”

• Check in with Ministry Site Coordinators weekly to see if they need assistance with anything
• Design printed materials for events, save the dates, weekly meetings, fun activities, etc.

Creative & Graphics Tasks

1. Create attractive and innovative print and digital design solutions for CMYFC and its ministries following brand specific guidelines   
2. Design materials for events, advertising & promotion to include:

• Building & Event Signage
• Campaigns
• Presentations
• Newsletters
• Mailers
• Calendars
• Stationary
• Thank you cards
• Christmas cards
• Banners
• Business Cards
• Flyers
• Booklets
• Digital Content for Social Media
• Website Graphics
• Marketing Materials
• Lanyards
• Invitations
• Individual Ministry Creative Needs
  • Field Manuals
  • Song Books
  • Brochures
  • Posters
  • Banners
  • Event save the date cards
  • Ministry Promo Cards
  • Handouts
  • Camp Registration
  • Flyers
  • Games

1. Ability to produce material in a fast-paced environment, many times on the fly
2. Highly adaptable with the ability to work with staff to take design visions and turn them into a reality
3. Proficiency in Adobe Creative Suites, Canva, Microsoft 365