Administrative Assistant III

The JESUS Film - Field Strategy

Pay Level: U2 L7, $13.47hr./min
 
SUMMARY DESCRIPTION OF POSITION:  
Under the direction of the Administrative Manager for Field Strategy “FST”, plan and perform a wide variety of administrative duties working for up to 2 Regional Team Leaders. Perform complex duties in an established field in a fast paced office environment under frequently changing conditions. Supervision received consists of assignment of the problem and discussion of its nature.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

  • Serve as the Administrative Assistant to up to 2 Regional Team Leaders in FST, relieving them of a variety of technical and administrative duties; assist others as directed.
  • Provide information in accordance with internal policies and procedures protecting confidentiality.
  • Learn to interpret, apply and explain rules, regulations, policies and procedures.
  • Disseminate information and schedules to staff as necessary to assure effective coordination of department or program functions.
  • Participate in meetings and committees as assigned; take notes as applicable, including proper handling of material of a confidential nature; prepare and type a variety of correspondence, agendas, memoranda, reports, notes and other materials, and distribute to assigned staff.
  • Handle all aspects of scheduling, including preparation, notification and execution of a variety of meetings and conferences, etc., reserving conference rooms and necessary equipment along with providing meals, etc., as required.
  • Handle trip prep and follow-up including travel arrangements (domestic and international, including visa requests), (PowerPoint) presentations, printing of documents, preparation of thumb drives and post trip follow-up.
  • Maintain budget balances and monitor expenditures of funds. Gather receipts, review transactions and follow up on discrepancies. Prepare for payment of Concur billing, reimbursements and requests for vendor checks as required.
  • Facilitate the Licensing Agreements per policy.
  • Compose and handle both international and domestic communications via email, fax, and telephone or in person where judgment, knowledge and interpretation of policies may be necessary on behalf of the Team Leader and as the communication liaison for your area(s).
  • Maintain integrated filing system in conjunction with JFP protocol for all e-mail files, electronic files stored on computers, and all related paper files, media, archives, etc.
  • Work with foreign nationals from different ministries as well as coordinate with other partnering agencies.

QUALIFICATIONS:

  • To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Must be a well-organized and able to multi-task, and can make decisions on the Team Leader’s behalf when he is unavailable.
  • Must be able to work independently and demonstrate discernment and judgment in position and to act and anticipate the needs of the Team Leader. This position requires a high degree of integrity as they often work with confidential and sensitive information that should not be disclosed.
  • Must be detail-oriented and capable of working under pressure with time constraints/deadlines.
  • Must be able to handle instantaneous changes to job priorities and schedules, and work with diplomacy, and demonstrate good interpersonal skills. Comprehensive knowledge and understanding of ministry procedures and operations is required.
  • Must also have an understanding of and commitment to the mission and purpose of The JESUS Film Project®.

KNOWLEDGE OF: 

  • Advanced operations and techniques of Microsoft Office applications including Word and Excel, and other office related computer software such as PowerPoint and Publisher.
  • Excellent oral and written communication skills, telephone and communication skills, as well as proofing and editing skills.

ABILITY TO:
Type at 60 words net per minute from clear copy.
 
EDUCATION and/or EXPERIENCE:
Any combination equivalent to 2-3 years college level course work in business administration and related field and at least 3-5 years experience in an office management or administrative positions of increasing responsibility including advanced level computer applications and willingness to learn the technical aspects of the position.