Administrative Assistant

Eastern Synod of Evangelical Lutheran Church in Canada; Kitchener; On-site; CAD 31,000 - 36,000; Part time

Job summary

Eastern Synod of Evangelical Lutheran Church in Canada in Kitchener invites applications for an Administrative Assistant. The role provides administrative support to the scholarship committee, staff and officers, and CHARITUS, with reception duties and filing responsibilities.

This onsite position requires 20 hours per week, Monday to Friday. Responsibilities include coordinating scholarship processes, maintaining records, and assisting in meetings and events.

Qualifications

• 3 years’ experience in an administrative role.
• Excellent interpersonal skills and customer service orientation.
• Flexible and able to handle interruptions.
• Excellent written and oral communication skills.
• Strong listening, discretion and confidentiality.
• Proficient with Windows 11 and Microsoft Office.
• Experience with Gmail and Office 365.
• Knowledge of multi-line telephone system with voicemail.
• Organized, detail-oriented and accurate.
• Team player and willing to support colleagues.
• First Aid and Health & Safety certification if required.

Responsibilities

• Create scholarship application packages and an online form.
• Track applications using Jotform and follow up with applicants.
• Prepare a committee spreadsheet summarizing applications.
• Create charts for the Financial Dept. to track T4A information.
• Provide general Scholarship Committee support.
• Reception/phone duties and mail/courier handling.
• Coordinate retreats and conferences, including lodging and meals.
• Book local accommodations and ensure rates.
• Assist with conventions and Synod Assembly prep.
• Maintain office calendar and filing system.
• Backup to the Office Manager and track insurance certificates.
• Other duties as assigned.

Skills

Administrative experience

Interpersonal skills

Communication skills

Time management

Attention to detail

Discretion & confidentiality

Team player

Tools

Windows 11

Microsoft Office

Gmail

Office 365

Multi-line phone system

Job description

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.