Administrative Assistant - Groups; Reservoir Campus

SUMMARY

Provides administrative support to the Pastor(s) of Adult Groups as needed to fulfill the overall goals and objectives of the Adult Groups Team including all demographics from 18 years old and up. This position will highly rely on a proactive support and hospitality mindset. Supporting the Adult Groups Team staff, Adult Groups servant leaders, and our church body as they engage in a pathway of discipleship.

This role will lead the way in all things support relating to Adult Groups, Essentials, Jesus Centered Life, and Be The Church.

• Works in coordination with the overall goals and objectives of Pinelake Church.
• Assists the Campus Pastor to work toward excellence in all areas of the ministry.
• As a part of the overall Reservoir Campus staff team, participate in campus-wide ministry events and the shepherding of our Reservoir Campus faith family.
• Basic personal responsibilities:
  • Maintain a vital and growing personal walk with the Lord through committed Bible study, prayer, meditation and practicing L3.
  • 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.
  • Maintain active participation in community.
  • Reflect a growing awareness and practice of personal Emotional Healthy Spirituality.
  • Perform duties and responsibilities in a manner to glorify Christ and further the mission and ministry purposes of Pinelake Church (Colossians 3:23-24).
  • Value the 7 H’s of our staff culture in your heart, home, and life (Humility, Honor, Honesty, Hunger, Holy Spirit, Health and Harmony).

• Organize, prioritize, and execute routine office duties:
  • Calendar Management, such as schedule appointments.
  • Email correspondence.
  • Develop a system for organizing files and records.
  • Coordinate mailings.
  • Photocopy and laminate, as necessary.
  • Regularly ensure attendance data is accurate for data reporting.
  • Confirm set-up and prepare meeting spaces prior to meetings to ensure orderly appearance.
  • Keep room signs updated for any areas needed by the Adult Groups Team.
  • Perform other general office duties for the Adult Groups Team.

• Coordinate or assist in calendar requests utilizing Rock:
  • Assists with and submit event checklists as needed.
  • Maintain calendar in Rock.
  • Update person profiles as needed.
  • Create registration forms and maintain registrants
  • Formulate data views used for communication and reporting
  • Utilize Rock to communicate to small groups leaders and members

• Order curriculum and resources, as requested:
  • Submit quarterly orders for Adult Groups.
  • Order curriculum for Equipping Groups.
  • Order all resources needed for our Discipleship Pathway (Essentials, JCL, BTC)

• Maintain a portion of the Adult Group Ministry budget:
  • Prepare purchase orders and submit check requests.
  • Track and balance the monthly expenses to budget.
  • Reconcile VISA statements and receipts for Adult Groups Pastor.
  • Prepare and submit mileage logs for Adult Groups Pastor.

• Utilize Rock to help Adult Groups Ministry maintain accurate, up-to-date records:
  • Build groups.
  • Develop group rosters.
  • Make leader assignments.
  • Assist Adult Groups Pastor to track attendance.
  • Confirm new groups added to Rock are accurately reflected in Dashboard.
  • Update profiles when needed.

• Assist in contacting Pinelake attendees who desire adult group participation or desire more info:
  • Conduct phone calls.
  • Send emails.
  • Develop registration forms.
  • Monitor progress in process queues.
  • Monitor and assimilate through communication forms.

• Respond to the needs of adult group leaders and coaches, as necessary:
  • Conduct phone calls.
  • Respond to and send emails.
  • Send out curriculum in a timely manner.
  • Photocopy items as needed.

• Follow up with those Engaging in our Discipleship Pathway:
  • Track attendance and provide correct data.
  • Track next steps for all participants.
  • Aid in phone calls for follow up.
  • Contact those to set meeting dates for next step conversations

• Physical set up and Technology:
  • Set hospitable environments for all on-campus Group related times and experiences.
  • Set up and breakdown after Adult Group related…