Administrative Assistant
Hours of Work
20 hours per week/Mon.to Fri.
Onsite – Kitchener
Salary: $30 – $35 per hour
Reports To:
Office Manager
Position Mandate:
This role primarily provides administrative support to the Eastern Synod scholarship committee, the Eastern Synod staff & Officers, Directors, pastors, Area Ministry Deans as required, and for CHARITUS as needed. Co-supports reception/phone duties. Maintains and monitors office supplies & equipment. Maintains positive relationships with internal staff and external contacts.
Work Context:
Works in a close team environment with other support office staff to ensure efficient functioning of the Eastern Synod office. Operates in accordance with the Eastern Synod constitution and policies.
Key Position Functions & Outcomes:
Assistance to the Scholarship Committee:
- Creates Scholarship application packages and an online application form
- Creates and tracks all information received through Jotform
- Maintains contact with applicants and ensures all information and proper documentation are received
- Creates a spreadsheet for the committee to summarize all student applications
- Creates a chart for Financial Dept. to track applicant information regarding T4A
- Assists Scholarship Committee where needed
General Assistance:
- Retreat & Conference assistance for retreats (including creation of promotional materials, coordination with retreat director(s)/presenter(s) to arrange lodging, meals, and other items as required; tracking registration and income; ensuring that deposits and invoices are paid on time.
- Book hotel for local accommodation bookings (ensure rates are reduced & current)
- Assist with various convention preparations (i.e., Synod Assembly) and provide office support at convention
- Assist with meeting preparations for all program staff
- Maintain Pulpit Supply list as approved by Bishop
- Order and maintain inventory control of office supplies and printed supplies
- Maintain synod office calendar including meeting room bookings
- Maintain synod databases and prepare reports as required
- Ensure that the Personnel Manual and Financial Policies Manual are maintained and updated as requested.
- Collect, sort, distribute and prepare mail, messages and courier deliveries
- Reception Coverage (telephones/walk-ins/meetings)
- Assist Deans as required
- Assist in maintaining the office filing system both electronically and in hard copy.
- Backup to the Office Manager
- Responsible for tracking all Insurance certificates associated with the Eastern Synod
- Other duties as assigned
Assistance to Charitus:
- Provide administrative support as needed
- Maintain files and online charts for CHARITUS
- Prepare income tax receipts
- Handle correspondence and direct accordingly
- Other duties as assigned
Competencies & Qualifications
- 3 years' experience in an administrative role
- Excellent interpersonal skills and customer service orientation; demonstrate a friendly, co-operative and supportive professional attitude
- Able to exhibit flexibility in handling interruptions
- Excellent written and oral communication skills
- Good listening skills, sensitivity and the ability to maintain discretion and confidentiality
- Computer literacy- Windows 11; Microsoft Office (Word, Excel, Power Point); E-mail (Gmail); Internet proficiency; Office 365
- Multi-line telephone system with voicemail
- Strong attention to detail; focus on accuracy and efficiency
- Team player, willing to pitch in and support colleagues
- Ability to be certified in First Aid and Health & Safety, if required
- Organized and accurate performance; high-quality standards
Working Environment
The office is a shared space and can be busy. Excellent organizational, time, and stress management skills are needed to complete the required tasks in this front-line position.
Contact Details:
Eastern Synod of Evangelical Lutheran Church in Canada Recruitment Team
