BSM MINISTRY ASSISTANT, UT TYLER

Description

Texas Baptists is a convention of more than 5,300 Baptist churches. Active membership at a church supportive of Texas Baptists is a condition of employment. Texas Baptists makes all employment decisions based on its religious mission, purpose, and beliefs while otherwise complying with all federal, state, and local employment laws. The BGCT is dedicated to fair hiring practices and only relies on lawful exemptions to employment laws to the extent necessary to protect its religious mission, purpose, and beliefs.

ABOUT TXBSM

TXBSM engages college students to follow Christ and transform the world. Our ministry priorities include evangelism, missions, discipleship, church life, and leadership development. They permeate the entire structure of Texas BSM. We aim to be a bridge between students and the local church. We want to help them grow during their college years and continue to be involved in a local church. We have over 180 staff members (employed and volunteer) who serve on approximately 135 Texas campuses.

JOB SUMMARY

The Baptist Student Ministry (BSM) Ministry Assistant is responsible for providing administrative support to the BSM staff on the local campus. Duties include general clerical, receptionist, financial, facility management, food service, and ministry-based work.  

Requirements

RESPONSIBILITIES

1. Office

a. Provide general clerical assistance for the BSM.

b. Maintain extensive knowledge of all programs of the campus ministry and be able to respond to requests for information accurately and in a timely.

c. Serve as receptionist, greeting students and visitors.

d. Answer telephones, take messages, and check messages daily.

e. Accurately maintain record retention systems, filing, and respond to ministry needs from internal and external constituents.

f. Effective telecommunications support by answering phones, taking messages, routing messages and requests timely and accurately.

g. Accurately identify high-priority callers and take immediate action to inform staff, then properly manage routing of callers and/or messages to the appropriate individual. 

h. Make travel arrangements including airline, hotel, and rental car reservations. Notify supervisor and staff of arrangements and provide travel documentation required for trip timely.  

i. Process mail and other correspondence accurately and timely.

j. Prepare and proofread letters, memos, spreadsheets, and other correspondence accurately and timely

k. Schedule and coordinate meetings, conferences, and church visits; maintain and distribute staff weekly schedules.

l. Effectively create written documents, maintaining files (print and electronic) in an organized manner.

m. Handle copier needs, including ordering of supplies and serving as liaison with copier service provider.

2. Financial

a. Work alongside the Directors to manage BSM financial records, alumni donations, and bill payment schedules.

• Check the PO Box weekly
• Make bank deposits at least weekly and more frequently if needed
• Accounts payable
• Reconcile accounts
• Produce and distribute a monthly financial report to the local advisory group and BGCT supervisor
• Send 'Thank You' letters for contributions to donors
• Maintain financial files (hard copy and electronic versions of receipts, reports, etc)

b. Purchase trip insurance when directed by BSM Staff to prepare for retreats, mission trips, and other group travel.

c. Check approval process, purchase order approval process, tracking spending, billing, maintaining databases of accounts, Visa reconciliations, purchasing trip insurance

d. Maintaining the budget and generating financial reports as required, including a monthly financial report for local advisory group and the BGCT. 

e. Process check requisitions, invoices, reimbursement vouchers, credit card bills, and travel expenses as required accurately and timely; maintain an efficient record retention system for these documents. Monitor compliance with budgetary guidelines and notify manager of any budget deficit.

3. Weekly Ministries

a. Assist with maintaining the schedule of churches providing lunch

b. Maintain communication with churches before and after free lunch

c. Coordinate a meal for leadership students monthly

d. Coordinate a meal quarterly for the BSM Advisory Committee

e. Host an appreciation lunch for all volunteers involved with serving free lunch

f. Purchase supplies for meals and office

4. Building

a. Oversee services of lawn service and janitor

b. Maintain building environment in a clean and organized manner

c. As directed by the BSM Director, contact and receive bids for building repairs authorized by the BGCT Collegiate Ministry office.

d. Purchase supplies for the kitchen, restroom, and office.

e. If shared church office space: express appreciation to churches who are providing this space at least twice a year through coordinating students to serve in the church or other appropriate methods.

5. Alumni and Donor 

a. Build and maintain contact information for alumni and friends of BSM

b. Responsible for compilation and distribution of regular contact (e-newsletter, Facebook, etc.) with BSM alumni and friends

c. Work with alumni and fundraising event coordinator on invitation design and distribution as well as overall management of event.

6. Attend meetings and participate in training as required.

7. Maintain compliance with the Baptist General Convention of Texas policies and procedures. Maintain compliance with all state and federal laws and regulatory requirements.

8. Perform other duties as required.

POSITION REQUIREMENTS, KNOWLEDGE, SKILLS & ABILITIES: 

NOTE: These requirements represent minimum levels in order to perform the job on a satisfactory basis. Candidates must have the ability to satisfactorily perform the essential functions of the job.

1. In-depth understanding of a comprehensive field of knowledge, generally acquired through an earned Associate’s degree in a related field or a minimum of 2 years of proven experience in a related field. 

2. Active membership in a church supportive of the BGCT that is also a cooperating church within the Association and is supportive of local BSM ministry during employment. 

3. Commitment to Christian principles and teachings both professionally and personally. Knowledge of and commitment to traditional Baptist distinctives.

4. Work under close supervision and clear expectations, yet exercise independent thinking and initiative.

5. Make effective, timely, appropriate decisions, and maintain confidentiality.

6. Excellent, professional written communication skills. Including the ability to report proficiently on the local BSM ministry.

7. Excellent listening, interpersonal, and relationship-building skills. 

8. Excellent organizational skills, ability to multitask and manage a variety of tasks. 

9. Requires proficient working knowledge and ability to use various software, including but not limited to Microsoft Office (Word, Excel), Google Suite (Gmail, Gcal, Google Drive); intermediate-level skills required.

10. Speak, read, and write English. Ability to speak clearly and make oneself understood in face-to-face interactions and to articulate with accuracy on the phone and through email. Ability to speak, read, and write proficiently in Spanish is a plus.

11. Grasp, push, pull, carry, or otherwise manipulate objects; ability to perform tasks requiring action of muscles or groups of muscles and foot and/or hand-eye coordination including:

a. Ability to use up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently to move objects.

b. Ability to lift, transport/carry, and set up materials (up to 50 pounds) for up to three hours per week. 

c. Ability to bend for items below or reach for items above the individual.

d. Ability to bend, stoop, and climb step stools

e. Ability to walk, stand, and sit, sometimes for prolonged periods of time.

12. Work deals with duties such as preparing and reading data and figures, reports; visual inspection involving small details. Although important, depth perception and field of vision (peripheral) are not as critical as the ability to distinguish small details and markings very near to the observer.

13. Ability to concentrate on fine detail with some interruption; ability to focus attention on tasks for 45-60 minutes at a time continuously.

14. Strong organization and time management skills, including ability to multi-task.

15. Must be able to function in an environment that requires flexibility to adapt to changing schedules.

16. Ability to understand and relate to the theories behind several related concepts; ability to remember verbal and written tasks/assignments from a few hours to long periods of time.