Administrative Support , II, III, IV

Description

Department: Site Operations
Reports To: Site Supervisor and Site Director
Supervises: None (Administrative Support IV may supervise as assigned)

FLSA Classification: Non-Exempt
Revision Date: February 2026

The Administrative Support role provides operational, programmatic, and community engagement support to advance the mission of Lutheran Indian Ministries at the site level. This position ensures the smooth day-to-day functioning of the office and ministry site while supporting faith-based programming, community partnerships, and organizational compliance.

Administrative Support team members serve as ambassadors of LIM within the community, demonstrating professionalism, hospitality, and alignment with Lutheran theology and ministry values. Responsibilities increase in scope and leadership from Level I through Level IV, with Level IV providing supervisory oversight and expanded operational accountability.

• Track and maintain partnership and contact information for the organization.

• Identify and connect with mission-aligned entities as directed (e.g., ministries, local churches, LWML/LCMS, Haskell Indian Nations University, Haskell Indian Health Clinic, and other community partners).

• Attend church meetings and community events as an LIM ambassador.

• Build and maintain collaborative relationships with community stakeholders.

• Support day-to-day business operations and kitchen/breakroom needs of the site location.

• Coordinate and disseminate program direction.

• Order and/or pick up food and supplies as needed.

• Coordinate and support faith-based programming aligned with LCMS theology and LIM’s mission.

• Serve as a resource for policies and procedures and assist with training team members as appropriate.

• Answer phones, take messages, and distribute information appropriately.

• Review emails and paper mail and route correspondence as needed.

• Maintain, organize, and purge files in accordance with record retention standards.

Administrative Support II and III

(Includes Level I responsibilities, plus:)

• Arrange Zoom or in-person meetings, including preparation of agendas, minutes, and briefings.

• Collect forms and documentation; assist in tracking and evaluating project completion.

• Assist with budget development, reporting, and documentation processes.

• Create or support electronic database and record-keeping systems.

• Coordinate conference/training enrollment and travel arrangements.

Administrative Support IV

(Includes Levels I–III responsibilities, plus:)

• Review staff schedules and staffing needs; approve timecards and arrange coverage.

• Participate in interviewing, hiring, and onboarding training.

• Ensure student/participant safety and adherence to building security protocols.

• Address suggestions and concerns in partnership with site leadership.

• Facilitate coordination and communication for projects, initiatives, and events.

• Supervise food bank stocking, usage, reporting, and replenishment planning.

• Plan and purchase kitchen or event-related supplies.

• Supervise and coordinate volunteers, groups, and project events.

• Drive and supervise students on field trips and ministry outings in compliance with LIM vehicle policies.

Supervisory Responsibilities:

• Address suggestions and complaints to resolve problems in partnership with site leadership.
• Facilitate, coordinate, communicate and collaborate for projects, plans, initiatives and events.
• Drive and supervise students on field trip outings/activities.
• Supervise Food Bank stocking, usage and reporting. Maintain a planful replenishment plan.
• Plan and purchase items…