ADMINISTRATIVE ASSISTANT, CENTER FOR COLLEGIATE MINISTRY in Dallas, Texas at Texas Baptist

Texas Baptists is a convention of more than 5,300 Baptist churches. Active membership at a church supportive of Texas Baptists is a condition of employment. Texas Baptists makes all employment decisions based on its religious mission, purpose, and beliefs while otherwise complying with all federal, state, and local employment laws. The BGCT is dedicated to fair hiring practices and only relies on lawful exemptions to employment laws to the extent necessary to protect its religious mission, purpose, and beliefs.

ABOUT TXBSM

TXBSM engages college students to follow Christ and transform the world. Our ministry priorities include evangelism, missions, discipleship, church life, and leadership development. They permeate the entire structure of Texas BSM. We aim to be a bridge between students and the local church. We want to help them grow during their college years and continue to be involved in a local church. We have over 180 staff members (employed and volunteer) who serve on approximately 135 Texas campuses.

JOB SUMMARY

The Baptist Student Ministry (BSM) Administrative Assistant is responsible for providing administrative support to the BSM staff on the state level. This involves planning, coordination, and oversight of daily office operations, including but not limited to personnel-related functions, data management, and reporting.

RESPONSIBILITIES

1. General office duties

a. Provide general clerical assistance, including answering phone calls and emails, checking messages daily.

b. Process mail and other correspondence accurately and promptly.

c. Accurately identify high-priority calls/emails and take immediate action to inform staff, then properly manage the routing of callers and/or messages to the appropriate individual.

d. Maintain extensive knowledge of all programs and be able to respond to requests for information accurately and in a timely.

e. Effectively create written documents, maintaining files (print and electronic) in an organized manner.

f. Prepare and proofread letters, memos, spreadsheets, and other correspondence accurately and promptly.

g. Know how to operate the copier and printer to assist staff.

h. Make travel arrangements, including airline, hotel, and rental car reservations. Notify the supervisor and staff of the arrangements and provide the required travel documentation for the trip on time.

2. Manage key areas of center operations

a. Order stationery, business cards, envelopes, mailing labels, and office supplies for the ministry team.

b. Keep up with passwords for the State Director.

c. Order flowers and gifts as requested by the Center Director and the Associate Center Director

d. Keep supplies & equipment organized

e. Schedule and coordinate meetings

f. Serve as office coordinator

• Coordinate tasks for Ministry Assistants related to general office responsibilities and the use of the office area, and assistance requested by State Staff.
• Coordinate scheduling paid time off for Ministry Assistants, assuring that office duties/responsibilities are covered at all times.
• Backup other ministry assistants as needed with duties such as event planning and registration, travel arrangements, donor requests, and emails to bsmgiving@texasbaptists.org, etc.

g. Assist in preparation of the center’s budget. Maintain accurate financial records according to guidelines set forth by financial services, to include, but not limited to, retention of receipts and expenditures related to the budget.

h. Create team reports

i. Assist with Baptist Student Ministry Committee meetings that meet on committee day during the Executive Board schedule

j. Assist with BSM events and trainings as needed

k. Help staff with TXB email & reports login difficulties

l. Send items to the Historical Collection

m. Update Cooperative Agreements as needed

3. Work closely with Human Resources, BGCT Payroll, State Staff, MPD Director, and local Supervisors to ensure all personnel issues and requirements have been completed promptly. Duties include:

a. Knowing the BGCT policy manual to communicate with BSM staff across the state and answer questions.

b. Following the Texas Baptists hiring process

c. Processing documents related to personnel changes

d. Coordinating the move of a new employee as required

e. Assisting and coordinating annual performance evaluations

f. Maintaining accurate job descriptions

g. Assisting with staff submission of timesheets and other leave documentation accurately and timely as required.

h. Schedule interviews, process interview notes, and keep employee records up to date.

i. Accurately handle maintenance of record retention systems, filing, and responding to documentation needs of staff.

j. Assisting with open enrollment to gather all BSM staff selections

k. Submit HR paperwork for new hire, termination, additional compensation, manager-initiated changes, and complete all associated tasks

l. Submit Independent Contractor Contracts

m. Submit Tuition Reimbursement Requests, Scholarships Requests, and Professional Development Leave Requests

n. Submit background checks and training for volunteers via Ministry Safe

4. Maintain accuracy of all center

a. General database management

b. Update records in Salesforce

c. Keep personnel directory updated

d. Run Salesforce reports

e. Create queries

f. Maintain e-mail lists

g. Manage reporting functionality and process for annual report, quarterly ministry report, and others as needed.

5. Attend meetings and participate in training as required.

6. Maintain compliance with all BGCT policies and procedures. Maintain compliance with all state and federal laws and regulatory requirements.

7. Perform other duties as required.

POSITION REQUIREMENTS, KNOWLEDGE, SKILLS, AND ABILITIES

1. Requires in-depth understanding of a comprehensive field of knowledge, generally acquired through an earned Associate’s degree in a related field or equivalent minimum of 2 years proven experience in a related field.

2. Requires active membership in a church supportive of the BGCT during employment.

3. Requires commitment to Christian principles and teachings both professionally and personally.

4. Requires proficient client management skills.

5. Requires the ability to maintain confidentiality.

6. Requires proficient ability to exhibit detail-oriented skills necessary to understand and manage a wide range of information from a vast amount of entities.

7. Requires proficient ability to speak, read, and write English.

8. Work deals mostly with areas such as preparing and reading data and figures, reports, and visual inspection involving small details. Although important, depth perception and field of vision (peripheral) are not as critical as the ability to distinguish small details and markings very near to the observer.

9. Requires the ability to speak clearly and make oneself understood in face-to-face interactions; to articulate with accuracy on the telephone.

10. Requires the ability to hear and receive verbal instructions, answer phones, and proficiently communicate in situations with some background noise.

11. Requires the ability to concentrate on fine detail with some interruption; the ability to focus attention on tasks for 45-60 minutes at a time continuously.

12. Requires the ability to understand and relate to the theories behind several related concepts; ability to remember verbal and written tasks/assignments from a few hours to long periods of time.

13. Requires the ability to establish and maintain effective working relationships with staff, vendors, churches, committees, organizations, etc.

14. Requires excellent organizational skills; ability to multitask.

15. Requires professionalism in the workplace to include professional and accurate communication with others.

16. Requires proficient working knowledge and ability to use various office software, including, but not limited to, Microsoft Word, Microsoft Access, Microsoft Excel, Financial Edge, Budget Pak, Gmail, and internet skills.

17. Requires the ability to use up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently to move objects.

18. Requires the ability to grasp, push, pull, carry, or otherwise manipulate objects; the ability to perform tasks requiring action of muscles or groups of muscles, and foot and/or hand-eye coordination.