Office Of Mission Advancement Administrative Assistant

Summary/Objective: The Administrative Assistant supports the SCN mission by performing administrative and clerical duties to assist the Director of the Lay Mission Volunteer program. Duties include assisting the Director with details of preparing for and following up with volunteer experiences, coordinating aspects of the St. Joseph Volunteer House, promoting volunteer opportunities, and coordinating program-related payments with the Congregational Office of Finance Administration. The Administrative Assistant will be available to assist with other administrative needs of the Office of Mission Advancement as needed. Essential Functions: include the following. Other duties may be assigned.

1. Serve as a member of the OMA team.

2. Serve in a supportive manner with the Director of the Lay Mission Volunteer Program

3. Assist the Director with the following tasks:

o Respond to inquiries and questions from potential volunteers, in coordination with Director

o Coordinate travel plans with travel agent for volunteer experiences

o Handle communications with volunteers regarding specifics of volunteer experiences

o Process applications, handle trip payments

o Complete criminal record checks for all volunteers

o Obtain driver?s license and appropriate checks for all volunteer drivers

o Assisting with planning for the pre-trip orientations along with preparing necessary folders/materials (copies of flights, medical forms, evaluations for the Director and folders for volunteers) o Coordinating dates for the mission trip Commissioning Ceremonies with pastoral administrator of St. Vincent Church, Nazareth.

• Maintain files for all volunteer trips
• Give volunteer names and contact information to Database Administrator for each volunteer experience so they can enter information in Raiser?s Edge
• Coordinate handling of payments for volunteer trips with Congregational Office of Finance Administration (COFA)
• Secure meals on Campus for mission trip orientations and meetings (Disaster Relief, etc.)
• Promote mission trips by updating the SCN website with current volunteer opportunities, posting on Facebook and social media
• Upload post-trip photos to social media along with a follow-up email or letter post-trip referencing where volunteers can find these photos of their trip
• Prepare agenda and take minutes of the Disaster Relief Committee meetings
• Prepare packets and badges for all Disaster Relief Volunteers
• Coordinate the schedule of occupants for the St. Joseph Volunteer House along with the Volunteer Director, arrange for payments and process accordingly
• Order items as needed through purchasing (toilet paper, garbage bags, paper towels, soap, new air filters, etc)
• Coordinate schedule for cleaning Volunteer House with Housekeeping Department
• Work with the Director to provide and develop ongoing communications with former volunteers so that meaningful relationships with the SCN community can be fostered and maintained over time.
• Design, print, and mail Christmas cards for volunteers
• Along with the Director, utilize a reporting system to provide analysis of the effectiveness of the volunteer ministry program on a regular basis.

4. Assist with various administrative duties in the Office of Mission Advancement as needed.

5. Other duties as assigned.

In addition to the above requirements, it is also your obligation as an employee to understand and uphold the mission, charism, values and language of the Sisters of Charity of Nazareth.