Administrative Assistant The Board of Ordained Ministry is accepting résumés for the Administrative Assistant Position, avg. 6 hours / week at $18.00-$20.00 / hour. Position Overview: Provide administrative support to the Board of Ordained Ministry in its responsibility for the enlistment, recruitment, and preparation of ordained clergy; and for the connectional and collegial relationships among clergy. Perform general administrative duties, attend monthly meetings as well as bi-annual meetings, secure necessary room use and accommodations, manage rosters and registrations, and correspond with various committees upon request. Send résumé to Chairperson, Rev. Jeffrey D. Hall, at firstname.lastname@example.org.
POSITION DESCRIPTION Position Title: Administrative Assistant Part Time: 6 Hours / Week Avg. $18.00-$20.00 / Hour Classification: Non-Exempt Department: The Board of Ordained Ministry Position Title of Immediate Supervisor: Chairperson of the Board of Ordained Ministry
POSITION OVERVIEW Provide administrative support to the Board of Ordained Ministry in its responsibility for the enlistment, recruitment, and preparation of ordained clergy; and for the connectional and collegial relationships among clergy. Perform general administrative duties, attend monthly meetings as well as bi-annual meetings, secure necessary room use and accommodations, manage rosters and registrations, and correspond with various committees upon request.
KEY RESPONSIBILITIES INCLUDE: 1) Manage Basecamp site. a. Update Membership. b. Post messages, alerts, meeting updates. c. Manage documents (roster, candidate forms, etc. from DCOM and RIM). 2) Monthly Executive Team Meetings. a. Secure room, catering, etc.. b. Finalize minutes from prior meeting, provide copies at meeting for approval. c. Send email reminder with minutes and agenda, if available. d. Take minutes during meeting. e. Provide feedback, reports, as needed during meeting. 3) Bi-Yearly Full BOOM Meetings/Retreats. a. Secure retreat location & secure date, rate, etc. b. Finalize venue contract, prepare invoice for deposit if needed. c. Work with chair on agenda, guest speaker (if any), event details. d. Advertise retreat via Basecamp, email, etc. e. Manage registration. f. Finalize counts for overnight rooms and meals with venue. g. Prepare final payment invoice. h. Attend meeting retreat. • Set up and orient group to meeting space on arrival. • Room assignments. • Take minutes. • Misc. meeting errands, troubleshooting. • Clean up and sign out with retreat venue. i. Prior to Spring retreat – load all candidate documents on Basecamp when received from RIM and DCOM. 4) UMCARES website. a. Troubleshoot issues as requested by DSs, DCOM and RIM leadership. • Mentors unable to log in. • Mentors assigned to wrong location. • Entering candidates information. • DCOM and RIM issues. • General technical issues, as requested. 5) Various other routine duties. a. Manage and update roster, as needed. b. Work with Registrar on incoming mail, file management & security. c. Process payment vouchers for RIM events, committee travel and expenses, misc. books and supplies, assist and arrange lodging, etc. d. Assist chair as needed. e. Assist with BOM events (especially ones held here at the Conference Ctr.). • Mentor Training. o Room reservation, catering, registration & publicity, duplication of handouts, nametags, various attendee questions, etc. f. Committee correspondence as requested. g. Assist with prepping BAC for Annual Conference. h. Assist Order Chairs with Annual Meeting of Orders. i. Advertising. • Conference Website, work of Board, word of mouth, Districts. j. Perform other duties as assigned.
QUALIFICATIONS, KNOWLEDGE, ABILITIES AND SKILLS The individual must possess the following knowledge, skills and abilities, and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation. • Good communication skills. • Exercise good judgment and discreetly handle confidential and sensitive matters. • Detail oriented. • Proactive. • Will ask questions. • Knowledge of Excel, Word, Email. • Base Camp (Board’s communcation platform) and UMCARE’s Plus (Candidacy tracking system). • Familiarity with the California-Nevada Annual Conference and The United Methodist Church.
EDUCATION A baccalaureate degree and 10 years of work experience in a comparable position is preferred; but a combination of formal education, related work experience and training will be considered in absence of college degree.
Contact: Rev. Jeffrey D. Hall
Address: 3700 Pacific Ave. Stockton 95204
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