Front Desk Administrative Assistant- Station Hill

Front Desk Administrative Assistant

Summary:

The Church at Station Hill Front Desk Administrative Assistant is responsible to the church, under the direction of the Connection Minister, and functions as the campus’ primary point of contact during the week. This role helps maintain a welcoming and professional environment for both members and guests. Responsibilities include answering phones, managing general email correspondence, greeting and assisting visitors, handling mail and deliveries, and providing administrative support to the Connection, Groups, and Missions Ministers.

• Serve as the church receptionist by greeting visitors, answering the main telephone line, and responding to door traffic during office hours.
• Respond to a wide range of inquiries from routine questions to benevolence-related calls by providing accurate information or directing individuals to the appropriate staff member.
• Schedule and manage door access systems in coordination with weekly building use.
• Accept deliveries and distribute mail daily.
• Assign and maintain the Station Hill Minister-on-Call schedule on as weekly basis.
• Manage staff office supplies and monitor, order, and maintain recurring monthly subscriptions.

• Track and process Connection-related data, including connection cards and first-time guest milestones.
• Submit weekly worship attendance counts.
• Enter facility setup requests in eSpace for Connection-related events.
• Manage budget-related administrative tasks, including paying invoices and pulling monthly budget reports.
• Submit communication requests and prepare handouts as needed.
• Support hospitality operations by ordering coffee and supplies, tracking kitchen inventory, and assisting with event preparation.
• Coordinate communication of special events or funerals with Guest Service Teams.
• Maintain accurate records related to membership transfers and profile updates.

• Ensure group information is accurate and consistently updated across all platforms, including Ministry Platform, the website, printed materials, eSpace, and door access systems.
• Maintain up-to-date lists of members experiencing hospitalizations, prayer needs, deaths, births, and other significant life events.
• Process weekly attendance for both on-campus and off-campus groups.
• Assist with preparing and distributing regular email communication to group leaders.
• Order curriculum and ministry resources as requested by ministerial staff.

• Assist with logistics for missions meetings and events, including room scheduling, ordering food, and purchasing supplies.
• Submit communication and tech requests for mission journeys, trainings, and events.
• Create calendar events and registration forms as needed.
• Proofread missions communications.
• Process administrative financial tasks, including invoices, reimbursements, and check requests.
• Maintain accurate records related to missions participation, meetings, and events.
• Prepare mission journey insurance packets and assist with preparation as needed.
• Assist the ESL Coordinator with ensuring classroom reservations are aligned with scheduled meetings.
• Provide limited administrative assistance as needed for ESL Coordinator and Senior Care Team.

• Provide vacation coverage for the Campus Administrative Assistant as needed.
• Oversee campus Lost and Found, including identifying and contacting individuals when possible to coordinate pick up of items.
• Maintain, secure, and reconcile church credit card, including collecting receipts and completing reconciliation.
• Assist ministerial and administrative staff with special projects as needed as time allows.
• Perform other duties as assigned by the supervisor.

• Manages details, tasks and projects efficiently without frequent reminders.
• Maximizes time effectively by focusing on “must do” priorities when necessary.
• Anticipates/avoids problems or formulates creative solutions.
• Makes timely decisions that produce quality outcomes.
• Adheres to commitments, schedules and deadlines.

• Demonstrates…