Missions & Outreach Administrative Assistant

Brentwood United Methodist Church

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Job Summary

Position Type: Non-Exempt

Category: Regular, Full-time position

Classification: Category F

Reports to: Director of Missions & Outreach

Ministry Summary/Objective

Provide administrative assistance for the Missions & Outreach department supporting programs, events, and day-to-day operations to fulfill the mission of the department.

Job Responsibilities

Department Responsibilities

• Provide administrative & logistical support for department staff and all Missions & Outreach ministry and lay team  initiatives, events, trips, and studies to include, but not limited to,
• Timely and accurate data entry, management, and follow-up communication
• Create and manage participant registration for events and classes assisting registrants and collecting funds as needed
• Run data reports, prepare presentations of data, and create email lists for target marketing
• Manage food orders, deliveries, setup, cleanup, and printed materials for events & projects as directed
• Process supply and other orders for the department
• Maintain accurate department calendar scheduling meetings as requested
• Day-to-day liaison to the following departments:
• Communications department on print and online projects
• Facilities team for room reservations and setup
• Worship Team regarding Sunday Mission activities and communion offerings
• Secure storage space for collected or donated items
• Coordinate volunteers for various department projects such as sorting/moving donations before and after mission events/collection drives, setup & cleanup for events, etc.

Financial Responsibilities

• Input purchase orders, order supplies for department projects, and manage payment of invoices
• Reconcile credit card purchases made by staff or volunteers, manage department accounts (e.g., Amazon purchases), and submit other financial receipts and reports as required
• Provide administrative support for receiving, processing, and follow-up regarding fundraising requests and missional grants & awards

General Administrative Duties

• Daily check, review, and distribute email and phone inquiries received via various missions & outreach emails and the department’s general phone number
• Coordinate scheduling of rooms and other facility-related needs in eSpace software following up with room setups prior to event or class
• Structure and schedule content for newsletters, website, bulletin announcements, seasonal letters, flyers, field manuals/handbooks, etc. across several digital platforms as assigned
• Facilitate background checks and Safe Sanctuary training requirements for volunteers
• Use BUMC-approved software to maintain a database of participants and volunteers; send emails and other communications, reserve event/meeting space, update webpages, create web-based registration forms, reserve Narthex tables for Sunday mornings, and other tasks as assigned
• Work with all BUMC departments (e.g., Finance, Facilities, Communications, etc.) as required to ensure proper processes, guidelines, and procedures are being followed by you, the laity, and partners to include, but not limited to, fundraising approvals, donations and registration fee collection, purchases, and statement reconciliation
• Provide backup for BUMC receptionist as requested
• Participate in department and all staff meetings

Competencies

• Excellent organizational skills with a strong attention to detail and accuracy
• Understanding of basic finance and budgeting processes
• High level of competency in Microsoft Office software and other web-based with the ability to learn computer programs quickly and use them proficiently (e.g., Ministry Platform church management system, eSpace scheduling software, Shelby Financials, Asana, Evernote, Canva, Mailchimp, Wufoo, and Clarity)
• Able to multi-task and juggle multiple priorities
• Self-starter who takes initiative and anticipates the needs of the department
• Ability to communicate with persons of all levels of maturity and status
• Ability to handle sensitive information with the highest degree of integrity and confidentiality
• Excellent verbal and written communication that inspires others to participate in mission work
• Able to work efficiently and effectively in a team environment (as well as independently) exhibiting flexibility when needed

Qualifications

Education and Experience Requirements

• Bachelor’s degree in Business Administration or related field or equivalent certification
• One (1) to two (2) years of related administrative experience
• Personal experience in mission work or volunteering is a plus

Additional Information

Benefits

How to Apply

**This position location is Brentwood, TN.

Send your resume to hr@bumc.net or visit our webpage at www.bumc.net/employment to fill out an online application.

Details

• Date Posted: April 10, 2024
• Type: Full-Time
• Job Function: Administrative
• Service Area: Religious
• Salary Range: $18-$19
• Working Hours: 40 hrs/wk