October 22, 2018
Job Title: Administrative Assistant and Coordinator of the Office of Clergy Excellence
Reports to: Superintendent of Leadership Development; Chair of the Board of Ordained Ministry
Staff Team: Leadership Development
Classification: Full-time, Non-exempt
Date: August 2018
This position provides administrative support and coordination for the office of Leadership Development and the Board of Ordained Ministry.
As Administrative Assistant to the Office of Leadership Development:
- Prepare and edit correspondence, reports, and presentations.
- Respond to routine correspondence and referrals of special needs.
- Provide meeting support for the various boards, commissions, and task groups related to Leadership Development and Connectional Ministries.
- Provide quality customer service to all internal and external constituents.
- Perform tasks with high degree of discretion and confidentiality.
As Coordinator of the Office for Clergy Excellence:
- Provide daily administrative support for the Superintendent of Leadership Development:
- Record keeping and filing;
- Answer the phone and relay messages;
- Open, sort, and distribute incoming correspondence, including mail, faxes, and email;
- Manage the Superintendent’s calendar, including scheduling meetings and appointments;
- Make travel and meeting arrangements.
- Manage the office of Leadership Development:
- Manage contacts;
- Maintain files and information concerning relevant Boards, Commissions and task groups;
- Maintain a professional office environment.
- Work with Leadership Development staff to coordinate and plan events.
- Other duties as assigned.
- Track candidate progress through the ordination process from Declared status onward.
- Receive documents from all candidates (at both DCOM and BOM levels) and verify completion.
- Post appropriate documents to common, secure, online location for distribution to interview teams.
- Maintain psychological evaluations and background checks in a separate, secure location, and distribute only to DCOM and BOM Chair and Registrar, who are responsible for document distribution within limited groups.
- Coordinate psychological evaluation process and paperwork, receiving completed assessments, forwarding them to the appropriate clinician, tracking clinician progress and payment by candidate.
- When candidacy is complete, pass file documents to the Episcopal Office as appropriate based on manner of completion.
- Manage candidate, mentor, and District Superintendent access to UMCares.
- Interface with UMCares personnel, serving as the primary contact to UMCares from the Annual Conference.
- Maintain records on the Eight-Year Assessment process.
- Track clergy continuing education
- Report to the Board of Ordained Ministry and the Cabinet on clergy engagement with a variety of educational opportunities through their careers.
- Track clergy continuing education opportunity evaluations, to build an organizational understanding of which opportunities are valuable and which are not.
- Handle requests for Ministerial Education Funds, working with the BOM MEF Coordinator to ensure funds are disbursed equitably and for opportunities which are effective and useful.
- Serve as the primary interface between Annual Conference staff and the Board of Ordained Ministry.
- Maintain records and produce reports when requested regarding clergy formation, education, and status/reporting requirements:
- Track and maintain records on Licensing School and Course of Study requirements for Licensed Local Pastors, advising DCOMs whether candidates are eligible for appointment.
- Assist with tracking requirements for RIM and iRIM, as well as event registration.
- Assist with tracking Ethical Education requirements.
- Track mentor training requirements, mentor availability, and assist with mentor assignments.
- Track clergy in extension appointments.
- Track annual clergy reports.
Other duties as assigned.
Knowledge, Skills, and Abilities:
Education or Formal Training:
- Proficiency with current digital tools for the office environment, especially:
- MS Office suite, including Outlook, Word, Excel, Publisher, PowerPoint
- Video conferencing, such as ZOOM, Skype, Google Hangouts, and Adobe Connect
- Database experience
- Basecamp, Dropbox and other online file storage/sharing tools
- Typing speed of at least 50 wpm
- Ability and willingness to learn new software and related skills
- Excellent written and verbal communication skills, including ability to compose correspondence and reports, take minutes, proofread written documents, answer the phone, organize and respond to mail and phone calls on a timely basis.
- Pleasant and professional manner while working in diverse forms of service and interacting with diverse constituencies.
- Organized, efficient, and resourceful.
- Ability to complete tasks on deadline with excellence and accuracy.
- Ability to manage multiple assignments and set priorities to meet the needs of multiple supervisors.
- Ability to create and maintain organizational systems for the office environment (filing, etc.).
- Demonstrated emotional maturity and stability.
- Knowledge of the United Methodist Church structure and processes strongly preferred.
- Recognized Christian character, leadership ability, personal competence and commitment to the Church’s ministry.
- Willingness to engage in a continuing program of personal and professional development.
- Sensitive to and respectful of personal situations and information, and ability to honor confidentiality and use discretion in performing tasks.
Two-year degree required; Bachelor’s degree preferred.
Minimum of five years of related professional experience.
General business and office environment.
- The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- While performing the duties of this job, the employee is regularly required to talk or hear.
- This is largely a sedentary role; however, some filing is required; it would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.
- The employee frequently is required to use hands to finger, handle or feel; and reach with hands and arms. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.
- Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.
Please send resumes and cover letters to the Rev. Youngsook Kang at email@example.com
The Mountain Sky Conference of The United Methodist Church is an Equal Opportunity Employer.