Assistant to the Director

Description

UGM considers every position one of ministry and a vital and valued part of our team. Therefore, it is essential that all employees of UGM have a personal relationship with Jesus Christ and subscribe to our Statement of Faith and Core Values. Additionally, employees must be willing to lead and/or participate in Bible study, prayer, devotions and sharing the Gospel.

SUMMARY OF POSITION:

Provide administrative assistance to the Director; oversees all administrative functions of the front office. Provide excellent reception to all visitors to Women's Recovery Coeur d' Alene; Train and manage all volunteers and associate staff assigned to the front office, order supplies as needed, correspondence by email and phone, and support Life Recovery Program daily operations.

SUPERVISORY RESPONSIBILTIES:

This position directly supervises Volunteers and Associate staff assigned to the front office

DUTIES & RESPONSIBILITIES:

Key Result Area #1: Provide Assistance to the Director

• Executes the objectives and directives of the director and assists in the implementation of ministry wide and WRC strategic plan
• Acts as representative for director as assigned
• Meet regularly with director to strategize and support program components, events, daily activities, and other objectives/responsibilities
• Assist Director in management of calendars and schedules
• Participate in weekly program and monthly staff meetings by creating agendas and keeping notes as assigned
• Ensure healthy and timely communication occurs ministry wide and convey pertinent information to director related to operations, program, personal, public relations, policies, ministry events

Key Result Area #2: Office Administration

• Assist the Director with management of budget, act as the Centralized Purchasing Agent for Women's Recovery Coeur d' Alene by ordering operating supplies and overseeing the processing of PO's, invoices, petty cash, credit cards and gift cards in a timely manner
• All new employees will receive necessary administrative support/training- ordering of name badge, business cards, computer set up, new employee checklist provided, etc.
• Administrative support is provided to Women's Recovery Coeur d' Alene staff
• Office equipment and phone systems are maintained and in good working order
• Provide IT support as needed
• Provide quality assurance by auditing the resident data base (Waypoint)
• Submit monthly reports as assigned

Key Result Area #3: Manages all front office volunteers and associate staff

• Provide oversight and training to the office volunteers and associate staff so that they can competently execute their delegated responsibilities
• Provide ministry updates, support, and on-going training once a month
• Collaborate with Volunteer Coordinator to fill open vacancies

SKILLS & QUALIFICATIONS:

• Committed Christian, able and willing to model servant-leadership and interested in being part of a ministry for the poor, homeless, drug addicted and mentally ill. Grounded in the Christian faith as a mature, active member of the body of Christ. In accordance with Union Gospel Mission Statement of Purpose, Statement of Vision and Statement of Faith
• Strong Interpersonal skills - exercise compassion and discernment while modeling the teachings of Jesus Christ
• As a unified team member, will honor the leadership, chain of command, and standards and ministry objectives of Union Gospel Mission
• Follows UGM policy regarding addressing and resolving conflict amongst team members, volunteers, & residents
• Able to communicate and embrace UGM's cultural Core Values
• Computer literate with proficiency using Microsoft 365, Word, Excel, Outlook, UKG Ready HR, Web Browser; able to complete documents, reports and accurately record information
• Excellent communication skills including written, oral, and instructional
• Insightful, trustworthy, honest, reliable, model appropriate boundaries and strong work ethic
• Prove to be teachable: organized with the ability to manage multiple projects/tasks at once; able to listen and follow instructions
• Strong interpersonal skills
• Able to manage stress in a busy environment
• Flexible and able to problem solve
• Detail oriented
• Prove to be an effective manager with the ability to train others in standard operating procedures
• Minimum 3 years of sobriety, if in recovery
• Valid Washington or Idaho driver's license- required
• Yearly TB clearance - required
• Criminal background check clearance - required

WORKING CONDITIONS/PHYSICAL FACTORS:

Occasionally = 1%-33%; Frequently = 34%-66%; Continuously = 67%-100%

• Work is primarily indoors. It requires occasional climbing stairs, sitting, standing, bending, and reaching - continuously
• Requires a sustained level of high energy, stamina, and the ability to move about the building on a regular and ongoing basis - continuously
• Requires the ability to hear, see, and speak clearly - continuously
• Requires the ability to lift up to 25 pounds-occasionally

EQUIPMENT/TOOLS USED:

• Computer, Microsoft Office, Copier, Fax, Scanner, AV equipment, Multi line phone system

EDUCATION/EXPERIENCE:

• Minimum Two-year college degree in applicable field of study, or equivalent years of experience managing an office
• 2 plus years in Administrative Management preferable
• Experience using Microsoft 365, Microsoft Word, Excel, power-point, UKG Ready HR, Web Browser
• Experience in customer service with exemplar inner personal skills
• Highly organized with experience in managing and meeting deadlines

EXPECTATIONS:

Daily

• Emails and phone communication response within 24 hours
• Meet with Director and understand Director's priorities for the day, week and long-term
• Manage Director's and House calendars
• Set appointments, meetings, Zoom mtgs on behalf of Director
• Provide needed support to ministry partners
• Serve as a liaison to other ministry departments and other department heads
• Be onsite representative of the Director in her absence
• Provide IT support as needed, submitting help requests if necessary
• Provide support to help Director reach daily, weekly, monthly & annual objectives/responsibilities
• Manage communication
• Cover front desk, front door, guests, phones and receive packages
• Receive, direct and donations, greeting partners
• Staff & supervise Admin Volunteers
• De-escalation /conflict resolution as needed
• Encourage, support, pray for and listen to staff and clients
• Educate clients and volunteers on policies and house standards as needed
• Coordinate with team members, volunteers and clinic
• Train volunteers to screen & screen incoming bags
• Ensure all administrative tasks needed by Director are completed daily
• Submit receipts to Accounts Payable for invoicing

Weekly

• Participate in Community once weekly
• Treatment Team Notes
• Conflict resolution as needed
• Deescalate crisis situations
• Assisting clients through difficult life changes and challenges
• Referring clients to resources
• Administrative support for other department heads as needed
• Assist clients with the resources needed for Admin needs

Monthly

• Coordinate and run Admin Volunteer meetings and trainings
• Submit monthly board reports
• Submit Director's mileage, CC & reimbursements
• Attend trainings as required
• Prepare and participate in All staff meeting
• Purchase and manage office supply inventory
• Project manager for Resident Outings, liaison with community partners, coordinate transportation, etc. (Counseling staff should be delegated to and managing onsite)
• Obtain and submit Top Needs

Quarterly

• UGM All staff meetings
• Trainings
• Phase Completion

Requirement:

Union Gospel Mission is a privately funded 501 (c)3 non-profit, evangelical Christian ministry. Our designated purpose is religious and we are a Christ-centered ministry, which is dedicated to sharing the Gospel and helping the homeless and impoverished. We consider every position essential in the fulfillment of our ministry and Statement of Purpose. As such, employees must have a relationship with Jesus Christ as their personal Savior and Lord. All employees must:

• Be able and willing to share the Gospel and participate in all of the ministry activities of Union Gospel Mission.
• Subscribe to Union Gospel Mission Statement of Faith and Qualifications for Employment upon hire and continuously while employed.
• Adhere to Union Gospel Mission Employee Handbook.