Middle School Administrative Assistant

Job Details

Job Location:
Shadow Mountain Community Church - El Cajon, CA

Position Type:
Full Time

Education Level:
High School

Salary Range:
Undisclosed

Travel Percentage:
Up to 25%

Job Shift:
Any

Job Category:
Admin - Clerical

Primary Responsibilities:

• Anticipate and proactively fulfill administrative needs related to the activities of the Youth Ministry department.
• Assist youth pastors and coordinators with administrative needs including but not limited to scheduling/coordinating team meetings, managing ministry calendar, budget and finances, communication channels, and following up on action items from meetings.

Ministry Office:

• Check and respond to emails/phone
• Submit expense reimbursements (check requests) and keep record of event expenses
• Assist with the organization of and preparation for events and trainings (e.g., room reservations, set-up/breakdown, catering details, communications, shopping, etc.)
• Recruit volunteers and/or assign interns to help with office/ministry tasks (e.g., mailers, shopping, roster updates, leader packets, etc.)
• Order and manage office/ministry supplies as needed
• Maintain and update youth ministry database and directories on ministry platform
• Gather and update leader pictures and bios
• Oversee organization of the Youth Ministry storage rooms
• Assist at the administrative building reception desk once a week

In-House Ministry Programs:

• Maintain and manage Welcome Center before and after the youth Sunday morning and Wednesday night services (i.e. communicating with students, parents, and potential volunteers, distributing resources, taking payments, overseeing sign-ups, etc.)
• Assist in preparing and printing youth information for the welcome center (first time visitors packets, volunteer packets, event registrations forms, baptism packets, etc.)
• Assist in leadership of Welcome Team (including First Impressions Intern)
• Gather and record attendance numbers weekly for all youth ministry events and report them to the youth pastors.
• Attend all youth ministry trainings and events

Off-Sight Outings (Events, Camps, Trips, Retreats):

• Oversee coordinating and facilitating administrative needs including scheduling, registration, release forms, budgets, mailings, reservations, room assignments and check-in.
• Be available for all hands-on deck events

Communication:

• Act as frontline information source for any general ministry emails and phone calls.
• Assist with editing, printing, and sending out of communication materials
• Assist with promotional details (e.g., promotion requests, inserts, bulletin announcements, Sunday morning slides, room reservations, etc.)
• Coordinate out-going printed information for bulletin and information table
• Manage content on Youth Ministry pages of Shadow Mountains website
• Continuously monitor information flow from Youth Ministry team meetings to departments (i.e. who needs to know the who, what, when, where)
• Serve as editor, keeper and creator of all written information for use by the Youth Ministry department

Miscellaneous Responsibilities:

• Perform all other duties as assigned by the Youth Pastors
• Utilize individual gifts and talents (ex: speaking, music, curriculum, writing etc.)
• Prioritize and pursue his/her own relationship with Jesus Christ as a model to the rest of the staff and students

Qualifications

Position Requirements

• Unquestionable, growing and vibrant relationship with Jesus
• High moral character and disciplined prayer life
• Ability to create, lead, and develop a team of volunteers
• Must possess strong interpersonal skills with church staff, volunteers, students and parents
• Detail oriented and great at managing multiple details and tasks
• Superior organizational skills
• Excellent verbal, writing and proofing skills

• Passion for youth ministry
• Proficient in Microsoft Excel, Word and Outlook
• Proficient (or trainable) in elements of graphic design
• Skilled in event planning and execution
• Ability to complete projects with short deadlines
• Maintain pleasant, professional personality and appearance
• Flexible in nature to handle multiple duties and special projects as needed
• Discernment to identify and maintain confidentiality when appropriate
• Ability to think clearly under pressure
• Self-starter with the ability to work independently or in a team-oriented environment
• Strong typing skills (45 wpm)

Minimum Qualifications:

• Must pass pre-employment tests (if applicable) and sign acknowledging SMCC beliefs and policies.

Education & Experience:

• 1 year experience in administrative role or related experience.

Technologies

• Microsoft Office Suite
• Microsoft Teams
• Planning Center Online
• Ministry Platform
• Google Suite
• Shelby Financial reports
• Espace

Benefits and Compensation

• This is an hourly position.
• Compensation is commensurate with qualifications and experience. Medical benefits are provided for full-time employees. All employees are eligible to participate in the 403b plan.