Administrative Assistant III

DEPARTMENT:

Discovery Mountain

 

POSITION SUMMARY: Serves the Voice of Prophecy ministry by performing full administrative assistant/secretarial duties in a confidential manner for the Discovery Mountain Director. Serves and assists the Discovery Mountain Director with the operation of the Discovery Mountain department by assuming leadership responsibilities for key projects and tasks.

 

AUTHORITY & ACCOUNTABILITY: Duties as delegated by the Discovery Mountain Director. Responsible for assisting in the operation of said department in accordance with Adventist Media Center and Voice of Prophecy policies and objectives.

 

ESSENTIAL POSITION FUNCTIONS:

  • Reports directly to the Discovery Mountain Director to support and assist with duties and projects as assigned in the Discovery Mountain department.
  • Coordinates daily functions, appointments, and pending tasks for the department and multi-departmental projects where Discovery Mountain is the lead department.
  • Serves as assistant project manager for all Discovery Mountain projects. Assists in developing the scope of departmental projects and takes the lead in management and implementation of Discovery Mountain projects.
  • Performs administrative assistant functions in a responsible and confidential manner.
  • Works closely with the other ministry departments in areas related to the Discovery Mountain department.
  • Serves the Discovery Mountain Director when acting as a liaison with departmental heads and employees.
  • Serves the Discovery Mountain Director when acting as a liaison during Discovery Mountain productions, as needed and assigned by the Discovery Mountain Director.
  • Serves as coordinator for Discovery Mountain presence at events, as assigned by the Discovery Mountain Director, and working closely with the department leading the event.
  • Ability to work independently and with the confidence to make decisions on behalf of the Discovery Mountain Director when they may not be readily available due to travel and other ministry demands.
  • Must be able to perform the specific position functions as listed below.
  • Fulfills other responsibilities and duties as assigned by the Discovery Mountain Director.

 

Specific Position Functions

  • Keeps the minutes at all Discovery Mountain committee and project meetings.
  • Consistent interaction with the Discovery Mountain content calendar, Discovery Mountain Club content calendar, and Discovery Mountain production calendar. Notify Discovery Mountain Producer of information gaps and ensure that Producer keeps these up to date.
  • Oversees and keeps up to date the Discovery Mountain Google calendar tracking all departmental commitments and meetings, and incorporating the Discovery Mountain and Discovery Mountain Club content calendars and production calendar.
  • Administrative and clerical duties for the Discovery Mountain Director as assigned by the Discovery Mountain Director.
    • Mail, letters, filing, copies, scheduling of meetings, distribution of meeting agendas and minutes, etc.
  • Monthly reviews of inventory and works with various departments to place orders as necessary. Monthly reviews of sales reports and works with Discovery Mountain Director to create annual report of inventory and sales of all Discovery Mountain and Discovery Mountain VBS merchandise.
  • Works with the PR department to write the weekly Discovery Mountain e-newsletter opening blurb.
  • Answers Discovery Mountain phone calls—first level of customer service for Discovery Mountain.
  • Works closely with ministry customer service team to communicate current Discovery Mountain information and to answer questions.
Assistant Project Management Duties:
  • Keeps track of all Discovery Mountain projects, shareholders, and deliverables.
  • Keeps track of all multi-departmental projects where Discovery Mountain is the lead department or primary shareholder.
  • Tracks each shareholder’s progress and brings a layer of accountability to the agreed-upon timeline.
  • Pursues, records, and tracks details from all participating departments in an effort to make progress timely and efficient.
  • Works closely with the Discovery Mountain Director to report regularly on project(s) progress.

 

Field Duties:

  • Conducts all administrative assistant areas of responsibility in the field when necessary.
  • Conducts all assistant project management duties in the field when necessary.
  • Prepares, processes, ships, and tracks all materials and supplies necessary for field events involving the Discovery Mountain department, or assists the event lead department with these functions for Discovery Mountain materials.

 

POSITION SPECIFICATIONS:

 

1. QUALIFICATIONS, SCOPE, & COMPLEXITY OF DUTIES:

  • Education: Minimum of college degree or equivalent experience.
  • Experience: Minimum of four years of related experience as an administrative assistant. Experience in assistant project management desired.
  • Membership: Member in good standing of the Seventh-day Adventist Church.
  • Skills, scope, and complexity of duties:
    • Necessary administrative assistant skills to sufficiently handle the job assignment:
      • Excellent organizational skills.
      • Strong leadership skills.
      • Command of Microsoft Office suite, Google documents and spreadsheets, and Keynote is preferred.
      • Ability to perform assignments with promptness and accuracy.
      • Strong attention-to-detail mindset.
      • Excellent interpersonal skills and ability to communicate effectively with people and organizations at all levels.
      • Flexibility to adapt to urgent projects, unusual situations, and change.

 

2. INTERPERSONAL RELATIONSHIPS:

Inside Voice of Prophecy:

    • Discovery Mountain Director
    • Discovery Mountain Associate Director
    • Departmental directors and associates
    • Office staff
    • All on-campus personnel

Outside Voice of Prophecy:

    • NAD officers and personnel, including unions, conferences, and local church representatives
    • Agents and representatives of various institutions and companies
    • Volunteer voice actors and writers for Discovery Mountain
    • Discovery Mountain listening audience, including children and their families
    • General public

Principal Contact: Discovery Mountain Director

Secondary Contact: VOP Manager in the Discovery Mountain Director’s absence

 

3. WORKING CONDITIONS:

  • General working conditions of an office.
  • Occasional need for travel flexibility and ability to work in the field for events where Discovery Mountain has a presence or is the lead department.
  • Occasional need to work in the evening for Discovery Mountain studio production as a liaison for the Discovery Mountain Director, as requested by the Director.
  • Physical requirements: requires standing, walking, time at desk, reaching, climbing, and lifting (maximum of 50 lbs.).
  • Statistics:
    • 38 regular hours per week
    • Occasionally will require variable hours and weekend work
    • No special clothing or safety gear required

 

AUTHORITY & ADDITIONAL INFORMATION: Full-time, non-exempt