Executive Secretary to Board of Ordained Ministry and Conference Registrar District

Position Overview

The Executive Secretary to the Board of Ordained Ministry (BOM) serves as the administrative support for the Chair and Executive Team of the BOM. Additionally, this person is a centralized resource, communicating with the candidates and ministers who are in relationship with the Arkansas Conference as well as providing support to the groups and agencies that relate to the BOM. As the Conference Registrar for the District Committees on Ordained Ministry (dCom), this person is the primary administrative coordinator for the records and reports for all candidates and licensed local pastors in each of the districts as well as a resource to the dComs, candidates, licensed local pastors (LLPs), and Certified Lay Ministers (CLMs).

• Assists the Board of Ordained Ministry (BOM) chair and leadership team with communication, correspondence, and preparation of reports
• Facilitates Board Objectives by organizing, coordinating and attending BOM meetings and providing accurate and timely accounts of meetings.
• Requests and securely maintains permanent records and tracking documents for all clergy and certified lay ministers in relationship to the Arkansas Annual Conference. Securely conveys relevant records and reports to members of the BOM, agencies, and authorized individuals as indicated.
• Serves as the centralized resource for all persons, groups and agencies that relate to the BOM, always communicating in a timely and professional manner.
• Manages the BOM budget addressing inquiries and requesting disbursements as appropriate.
• Assists in training new BOM members, mentors, and District Committee on Ordained Ministry members as well as prepares and maintains training handbooks.
• Maintains communication and connection with related United Methodist representatives across the connection.

• Securely maintains electronic files for LLPs, candidates, seminarians, and CLMs in the designated BOM Registrar drive, Clergy/dCOM drive, and Certified Lay Ministry Confidential Drive.
• Monitors and tracks all required records and forms received from and on behalf of Candidates, LLPs, and CLMs to readily determine compliance and eligibility requirements in preparation for filing deadlines, District Committee on Ordained Ministry (dCOM) interviews, BOM interviews and other requirements.
• Coordinates CLM eligibility and certification requirements with the Board of Laity as required.
• Communicates by all necessary means with mentors, candidates, LLPs, seminarians, and CLMs to notify them about filing deadlines for required reports, forms and interviews throughout the year. Particular attention is given to reminding provisional candidates of the deadlines for the BOM.
• Provides all required documents to LLPs and candidates in compliance with their review process.
• Submits all applicable reports and documents to the District Administrators (DA) for dissemination to all dCOM members in a timely manner as required.
• Attends dCOM meetings as possible.
• Assists all “inquiring” candidates for ministry with the necessary requirements to proceed in the exploration of a call to ministry found on the Ministry Checklist.
• Communicates with Lay Supply regarding the vetting requirements, encouraging them to proceed, and arranging for an annual dCOM interview once appointed.
• Provides information and guidance on Course of Study (COS) requirements, educational options and costs for LLPs and AMs. Additionally, monitors and tracks LLP and Associate Member (AM) compliance with Course of Study, maintaining records of all completed courses.

This position reports directly to the Assistant to the Bishop of the Arkansas Conference and will receive direction from the Chair of the Board of Ordained Ministry for all Board of Ordained Ministry Executive Secretary responsibilities.

• At least 5 years of work experience in a business setting, which includes working independently with minimal supervision
• Experience in…