Office Administrative Assistant

DEPARTMENT: Planned Giving

 

POSITION SUMMARY: To thrive in this role, the individual needs to love recordkeeping, work independently, communicate well and be extremely organized. This requires a motivated individual with a proven track record in efficient office communication and recordkeeping activities. Experience may be from a different professional field, but must have a proven ability to work under pressure and prioritize. The right candidate will play an integral part in the future development of the Planned Giving Department.

 

AUTHORITY & ACCOUNTABILITY: Authority as delegated by the Planned Giving and Trust Services Director. Responsible for assisting in the direction of Planned Giving and Trust Services -- in accordance with Adventist Media Center and North American Division policy and objectives.

 

ESSENTIAL POSITION FUNCTIONS:

  • Report directly to the Planned Giving and Trust Services Director to assist with responsibilities in handling queries via phone, email or general correspondence.
  • ­­Set up procedures and monitoring systems as required for smooth, work flow
  • Manage office supplies, stationery, and department equipment
  • Receive and properly record monies for PG&TS department
  • Manage records for gift maturities; prepare statistical reports and documents as needed
  • Manage department’s payables
  • Manage printing jobs – facilitating orders with printers
  • Prepare agenda and minutes for GATAC meetings, record and store such minutes
  • Must be able to perform the specific position functions as listed below.
  • Fulfill other responsibilities and duties as assigned by the Ministry management.

Specific Position Functions:

  • Marketing Assistance:
    • Internet eMarketing
    • Serve as co-Web master of HisLegacy.com
    • Database maintenance of donor records and document updates
  • File Care:
    • Organize new gift plan files; re-organize existing files as needed
    • Assist other department staff in securing needed file documents
    • Maintain file summary sheets

 

POSITION SPECIFICATIONS:

 

1. QUALIFICATIONS, SCOPE, & COMPLEXITY OF DUTIES:

  • Education:Minimum of associates degree or equivalent experience
  • Experience:Minimum of three years
  • Church Membership:Member in good standing of a local SDA church
  • Skills, scope, and complexity of duties:
    • Necessary knowledge, skills and abilities to sufficiently handle the job assignment
    • NAD Trust Services Certification Preferred – Not Required
    • Strong organizational skills
    • Ability to exercise direction, independent judgment, make decisions, and assume responsibility
    • Good personal relationship skills
    • Understand or be willing to receive training on a continual basis
    • Flexibility to adapt to urgent projects or unusual situations

 

2. INTERPERSONAL RELATIONSHIPS:

  • Department Directors
  • Associate Director
  • Office staff
  • Support Services and all on-campus personnel

 

3. WORKING CONDITIONS:

  • General working conditions of an office and production studio
  • Travel flexibility and travel hazards
  • Physical requirements: requires standing, walking, time at desk, reaching, climbing, and lifting (maximum of 50 lbs.)
  • Statistics:
    • 38 regular hours per week,
    • Will require variable hours and weekend work
    • No special clothing or safety gear required

 

For more information, contact othomas@iiw.org.