Student Administrative Assistant

Job Description Overview

The Student Administrative Assistant is responsible for increasing the capacity and scope of the Student Pastor by removing administrative obstacles and working with the Student Pastor to handle operational duties related to the Students Ministry.

Ministry Experience plays a pivotal role in shaping the Pantano environment by strategically curating Outreach opportunities, ThisGen programs, Worship experiences, Production elements, and Communication strategies. Through their collaborative efforts, they ensure a seamless and impactful church experience that resonates with both the congregation and the wider community.

Primary Responsibilities

Pastor Support

• Calendar Management
  • Scheduling appointments, meetings, and events for the pastor.
  • Reminding the pastor of upcoming commitments and deadlines.
  • Assisting the pastor in managing their daily schedule and prioritizing tasks.
• Communication Management
  • Handling phone calls, emails, and other forms of communication on behalf of the pastor.
  • Maintaining an organized system for incoming and outgoing correspondence.
• Meeting Support
  • Coordinating and scheduling meetings for the pastor.
  • Taking minutes during meetings and distributing them as necessary.
• Research and Preparation
  • Conducting research and gathering information as requested
  • Assisting in the preparation of documents, communication, or other materials.
• Other Duties as assigned, including:
  • Planning and booking travel arrangements for the pastor, including flights, accommodations, and transportation.
  • Assisting with memorials assigned to the pastor.
  • Managing office supplies and ordering new ones as needed.
  • Assisting with basic troubleshooting of computer equipment and digital tools or coordinating with IT support when needed.

Team Support

• Execute administrative/office needs and reports for the Student Team
• Attend team meetings, take notes, and do follow-ups
• Receive, process, and follow up on requests for information or involvement regarding Student Ministry
• Coordinate details for events hosted by the team following the event planning process
• Provide support during events hosted by the team
• Create printed materials for advertisement and informational purposes for programs, services, and content under the Student Team
• Manage room and resource reservations for the team
• Prepare monthly credit card expense reports for team members
• Manage volunteer process for assigned teams
• Assist with annual age/grade promotion

Other Duties

• Attend weekly 1:1, team and staff meetings, including retreats
• Adhere to all church policies and procedures
• Prepare needed reports and correspondence
• Prepare purchase orders and check requests as needed
• Work assigned duties during All Hands On Deck events such as Christmas and Easter services
• Other duties as assigned

Minimum Job Requirements

• Active Difference Makerat Pantano Christian Church
• Excellent verbal and written communication skills
• Ability to work productively without direct supervision
• Ability to work well and collaborate with team members, volunteers, and other staff
• Excellent office-related computer skills, including experience with common office software/programs and online applications
• Proficiency in online communication, email, and calendar tools
• Experience with Mac and macOS a plus
• Experience with Google Drive a plus
• Experience with database software a plus
• Experience with Microsoft Office Word and Excel a plus
• Experience with Adobe Suite and Canva a plus