Administrative Assistant-Preschool (Madison Campus)

SUMMARY

This part-time position provides administrative support to the Preschool Ministry Team as needed to fulfill the overall goals and objectives of the ministry and Pinelake Church.

GENERAL RESPONSIBILITIES

• Works in coordination with the overall goals and objectives of the Preschool Ministry.
• Assists the ministerial staff to work toward excellence in all areas of the ministry.
• Provides administrative assistance for all activities that support the ministry's strategies. Communicates these activities to other staff members, the church congregation, and ministry teams (as instructed by the Preschool Minister).
• Assists other staff members, when needed, to support teamwork and contribute to the successful completion of their objectives and strategies.
• Basic personal responsibilities:
  • Maintain a vital and growing personal walk with the Lord through committed Bible study, prayer, and meditation.
  • Maintain proper priorities in your home including your spouse and children (if married and/or with children).
  • Faithfully support the ministries of Pinelake by maintaining wise stewardship measures over the resources entrusted to you.
  • Perform duties and responsibilities in a manner to glorify Christ and further the mission and ministry purposes of Pinelake Church (Colossians 3:23-24).

SPECIFIC LIST OF DUTIES AND RESPONSIBILITIES

• Maintain and track data in Rock and then disseminate weekly reports. This includes the process for guest follow-up through the retention strategy. (The administrative assistant will use Rock to maintain the database and monitor all of the contacts and follow-up.)
• Self-learner and able to keep up with software changes, process changes and able to do excel, word and learn Nexonia, Martus, and Rock.
• Responsible for developing and distributing the weekly Little Lakers serving schedule and updating it with new servant leader information weekly.
• Assist in tracking preschool goals, objectives, and budgets.
• Able to price, order, and make purchases in a timely manner with a follow-up system to track delivery and placement. Excellent record-keeping skills to maintain expenses, mileage reports, etc.
• Pull Sunday attendance numbers for team leaders to review analytics. Manage profiles with updated information on Sundays to ensure data is accurate.
• Manage electronic calendar and set meetings, coordinate responses, and constantly monitor pre-planning around events and meetings and update Preschool Minister.
• Maintain and update reports, teacher lists, rotation schedules and new member lists, servant leader cards, and parent monthly newsletter.
• Assist Preschool ministers in recruiting steps and processes through email, phone calls, and communication with other ministries within the church.
• Ensure that all preschool workers (paid and volunteer) have filled out necessary documents and understand and adhere to the Our House Promise (OHP) and monitor and report OHP status on leaders and follow up with renewals.
• Coordinate curriculum preparation literature and supplies as well as up-to-date schedules and notes for Sunday morning leaders.
• Coordinate preparations for Sunday Morning snacks and coffee for servant leaders.
• Coordinate and set up for all Preschool events including refreshments, supplies, etc.
• Work in sync with Preschool Minister to keep an accurate inventory of Workroom supplies and in good order.
• Get quotes, make reservations, and book dates for Preschool event equipment, food, photographers, etc.
• Create templates for programs, agendas, invitations, and schedules for Preschool events and meetings.
• Utilize Rock with expertise and ongoing self-training to keep Preschool groups with accurate enrollment and promotion and monitor groups for correct info and track and run reports for events and planning classes.
• Efficiently develop, copy, organize and disseminate monthly teacher correspondence and training material.
• Perform other duties as assigned and able to time manage weekly and monthly.

EDUCATION AND EXPERIENCE REQUIRED

High school diploma or equivalent minimum; college experience preferred. Two to five years of administrative experience.