Administrative Assistant

Administrative Assistant

Hours of Work

20 hours per week/Mon.to Fri.

Onsite – Kitchener

Salary: $30 – $35 per hour

Reports To:

Office Manager

Position Mandate:

This role primarily provides administrative support to the Eastern Synod scholarship committee, the Eastern Synod staff & Officers, Directors, pastors, Area Ministry Deans as required, and for CHARITUS as needed. Co-supports reception/phone duties. Maintains and monitors office supplies & equipment. Maintains positive relationships with internal staff and external contacts.

Work Context:

Works in a close team environment with other support office staff to ensure efficient functioning of the Eastern Synod office. Operates in accordance with the Eastern Synod constitution and policies.

Key Position Functions & Outcomes:

Assistance to the Scholarship Committee:

• Creates Scholarship application packages and an online application form
• Creates and tracks all information received through Jotform
• Maintains contact with applicants and ensures all information and proper documentation are received
• Creates a spreadsheet for the committee to summarize all student applications
• Creates a chart for Financial Dept. to track applicant information regarding T4A
• Assists Scholarship Committee where needed

General Assistance:

• Retreat & Conference assistance for retreats (including creation of promotional materials, coordination with retreat director(s)/presenter(s) to arrange lodging, meals, and other items as required; tracking registration and income; ensuring that deposits and invoices are paid on time.
• Book hotel for local accommodation bookings (ensure rates are reduced & current)
• Assist with various convention preparations (i.e., Synod Assembly) and provide office support at convention
• Assist with meeting preparations for all program staff
• Maintain Pulpit Supply list as approved by Bishop
• Order and maintain inventory control of office supplies and printed supplies
• Maintain synod office calendar including meeting room bookings
• Maintain synod databases and prepare reports as required
• Ensure that the Personnel Manual and Financial Policies Manual are maintained and updated as requested.
• Collect, sort, distribute and prepare mail, messages and courier deliveries
• Reception Coverage (telephones/walk-ins/meetings)
• Assist Deans as required
• Assist in maintaining the office filing system both electronically and in hard copy.
• Backup to the Office Manager
• Responsible for tracking all Insurance certificates associated with the Eastern Synod
• Other duties as assigned

Assistance to Charitus:

• Provide administrative support as needed
• Maintain files and online charts for CHARITUS
• Prepare income tax receipts
• Handle correspondence and direct accordingly
• Other duties as assigned

Competencies & Qualifications

• 3 years’ experience in an administrative role
• Excellent interpersonal skills and customer service orientation; demonstrate a friendly, co-operative and supportive professional attitude
• Able to exhibit flexibility in handling interruptions
• Excellent written and oral communication skills
• Good listening skills, sensitivity and the ability to maintain discretion and confidentiality
• Computer literacy- Windows 11; Microsoft Office (Word, Excel, Power Point); E-mail (Gmail); Internet proficiency; Office 365
• Multi-line telephone system with voicemail
• Strong attention to detail; focus on accuracy and efficiency
• Team player, willing to pitch in and support colleagues
• Ability to be certified in First Aid and Health & Safety, if required
• Organized and accurate performance; high-quality standards

Working Environment

The office is a shared space and can be busy. Excellent organizational, time, and stress management skills are needed to complete the required tasks in this front-line position.