Administrative Assistant & Chapel Coordinator at Messiah… · Mechanics…

Administrative Assistant & Chapel Coordinator

Location: Mechanicsburg, PA, United States

Description:

The Office of Campus Ministries creates opportunities for students to engage in meaningful Christian worship, discipleship, and spiritual formation. The administrative assistant provides general support for the office (and the director in particular) in an environment demanding decisiveness, confidentiality, accuracy, and kindness. The administrative assistant also oversees all projects related to chapel attendance and provides support for weekly chapel services and other Campus Ministries special events.

Primary Duties

GENERAL:
1. Offer basic hospitality and care to constituents who enter the office with a variety of demonstrated needs and connect them with the appropriate people and/or resources.
2. Provide administrative support for the daily operation of the Office of Campus Ministries, including greeting visitors, answering phone calls, replying to emails, distributing mail, ordering supplies, providing copies, and handling routine questions.
3. Participate in weekly Campus Ministries staff meetings.
4. Maintain a calendar of events for all Campus Ministries programming.
5. Manage the budget for various Campus Ministries accounts, provide regular budget reports to the director, and assist the director in the annual budget request process.
6. Manage room reservations for the Hostetter basement.
7. Provide administrative support for the director, including scheduling meetings, responding to messages, creating Qualtrics surveys, running reports, and designing/ordering print resources upon request.
8. Collaborate with campus pastors to provide logistical support for campus-wide worship events (e.g., Community Day, Baccalaureate) and special events (e.g., retreats, conferences) upon request.
9. Update and maintain Campus Ministries website content and provide oversight of social media accounts.
10. Collaborate with the director to create print materials and other resources related to spiritual formation at Messiah.
11. Maintain regular communication with local churches regarding the local church directory, shuttle services, and annual local church fair.
12. Maintain consistent and reliable attendance.CHAPEL RELATED:
13. Participate in weekly chapel planning meetings.
14. Collaborate with the director to create a semesterly chapel schedule for distribution to the campus community via print and web.
15. Reserve locations on campus for chapel services and regularly liaise with Campus and Building Services to ensure proper setup.
16. Manage the use of iAttended/uAttended for chapel attendance, including uploading appropriate information to iAttended, creating iAttended guides for students, and training student workers and 4x4 facilitators to use uAttended.
17. Coordinate the recruitment, training, and supervision of a team of up to 10 chapel attendants (student workers) and care of chapel attendance equipment (e.g., iPads and stands).
18. Manage chapel attendance records, maintaining accurate and up-to-date information, providing reports, and assessing and adapting procedures as necessary.
19. Manage processes related to chapel petitions each semester, including verifying employment/internships, notifying students, and updating requirements in iAttended.
20. Manage processes related to chapel probation each semester, including notifying students, assessing fees, responding to appeals, and creating Student Care Community notifications.
21. Provide logistical support for chapel guest speakers (e.g., requesting honoraria, booking travel and lodging, planning luncheons) and other Campus Ministries especial events.

Secondary Duties

1. Other duties as assigned.

Education Required

High school diploma or equivalent.

Education Preferred

Experience Required

2+ years experience in providing administrative support

Experience Preferred

Skills, Characteristics Required

Deep personal commitment to following the way of Jesus, growing in Christlike character, and demonstrating servant leadershipDemonstrated commitment to the mission of Messiah University and the Office of Campus MinistriesCommunicates with clarity, kindness, and professionalism across a wide range of constituencies, including Messiah employees, students, families, prospective students, and local ministry leadersAbility to maintain proper confidentiality with personal/sensitive informationStrong organizational skills, including time management and the ability to prioritize competing responsibilities with various deadlinesStrong computer proficiency, including the ability to work independently in the Microsoft Office Suite and Zoom and to understand basic web designAbility to quickly learn to use new/specialized software and applications (e.g., iAttended, ProPresenter, Qualtrics)Ability to work accurately with data and create reportsAbility to effectively supervise work study studentsDemonstrated commitment to continued learning and professional developmentCultural intelligence – the capability or skill to function effectively in diverse settings

Special Working Conditions

N/A

Driving Requirements

N/A

Messiah University’s commitment to diversity and inclusive excellence draws inspiration from its mission “to educate men and women toward maturity of intellect, character and Christian faith in preparation for lives of service, leadership and reconciliation in church and society.” The university has pursued this vision through a strategic planning process that encourages diversity through employee and student composition, campus climate, and an educational program that seeks to equip and enable educators and students to embrace diversity. Candidates should clearly articulate why diversity and inclusive excellence matter to them as persons of faith as well as in their profession. Candidates will speak to how as a potential employee, they will contribute to the advancement of this vision through their teaching-learning, research, institutional service, and public engagement.