Administrative Assistant - Publishing; PUB

Position Summary

The Administrative Assistant performs diverse secretarial duties for the department director and associate directors as needed. The role assists in appointed administrative tasks, demonstrating initiative and sound judgment. It requires knowledge of church policy and organizational structure, strong technical skills (keyboard/computer proficiency), tact, friendliness, and proven organizational abilities.

• Full‑time hourly position with benefits
• Remuneration:
  Grade 5 ($22.67–$34.01)

Hourly employees are eligible for benefits including health insurance, paid time off, and retirement savings plans, with eligibility based on hours worked.

• Maintains a well‑organized office and efficient filing system, often in the absence of the supervisor.
• Coordinates secretarial staff and distributes workload when necessary.
• Schedules and maintains the supervisor’s daily calendar; arranges travel, lodging, and expense reports.
• Screens telephone calls, responds to routine and non‑routine inquiries, and refers complex matters to the supervisor; greets visitors.
• Processes incoming mail and the occasional electronic mail.
• Transcribes manuscripts and other written material.
• Prepares and sends letters and e‑mails to divisions, attached fields, and publishing houses.
• Collects data from divisions and attached fields for monthly reports.
• Sends and receives forms for annual publishing house reports.
• Assists in maintaining a bibliography of sales material.
• Maintains departmental and employee files.
• Serves as department timekeeper and liaison with Human Resource Services.
• Processes routine purchase orders, contracts, check requests, language translation requests, and travel authorizations.
• Assists the supervisor in preparing reports, special projects, and annual report forms for publishing directors.
• Prepares training materials, including syllabi and PowerPoint presentations.
• Expands the database of e‑mail and broadcast lists for newsletters and electronic newsletters.
• Supports the senior editorial assistant in newsletter and magazine development, website, and social platforms.
• Maintains an office equipment inventory and coordinates basic office equipment.
• Organizes social activities for the department or service when approved.
• Must be a member of the Seventh‑day Adventist Church in regular standing.
• Maintains regular and reliable attendance.
• Performs other work‑related duties as assigned by the supervisor.