Administrative Assistant

New Vision Center for Spiritual Living has a challenging opportunity for qualified candidates for the Administrative Assistant position.

New Vision Center for Spiritual Living is a lively congregation of approximately 160 individuals seeking to reveal the power of love by teaching Spiritual living and living Spiritual teaching.  See https://newvisioncsl.org/

The Administrative Assistant works for the co-ministers of the New Vision Center and works with the Communication Director and others to prepare for services and classes, and to assist in communicating with the many constituencies of the Center.   

Qualified candidates will have a minimum of 2 years of college, 2 years of secretarial or administrative experience, be comfortable with all aspects of working in a busy office and be able to communicate effectively both verbally and in writing.  Successful candidates will also demonstrate the following characteristics, among others: 

  1. The ability to work at fast pace, and meet weekly deadlines
  2. Show a keen eye for detail.
  3. Comfortable working with technology across multiple applications
  4. Committed to the center’s vision, mission, and message.
  5. Willing and able to be a collaborative team member.
  6. Courteous and tactful in dealing with others who may be in crisis.
  7. Able to work with and comfort those from all walks of life.
  8. Be willing to work on Sunday mornings.

*See below for detailed list of responsibilities.

The position is part time, with prospects for full time employment in 2021.   It pays $18/hour initially.  There are no benefits.

We request that candidates submit a letter of application and a current resume that includes three references to:

Reverend Karin Lewis
New Vision Center for Spiritual Living
18010 N. Tatum Blvd
Phoenix, AZ 85032

Schedule A

New Vision Center for Spiritual Living

                                             Terms and Conditions of Employment

The following outlines the terms and conditions of employment with the New Vision Center for Spiritual Living. The Center reserves the right to change these terms and conditions as necessary, with due notice.

TitleAdministrative Assistant
Initial Reporting RelationshipName, Title
ResponsibilitiesYour job responsibilities include assisting the ministers, the director of communications and the leadership the New Vision Center. A copy of your position description is attached as Schedule “B.”    You will report to work on campus promptly and professionally dressed.  You may be asked to work from home from time to time.   New Vision. Center will provide you with the necessary equipment and training to do your work.
Salary$18.00/hour payable on the 15th and last day of each month.
Hours of WorkIt is anticipated that initially, you will work Monday – Thursday 10:00am – 2:00 pm; Sunday 8:00am – noon (20 hours/week total), holidays excepted.  Holidays are not paid. Your schedule may be adjusted upon mutual agreement.
OvertimeOvertime pay at the rate of 1.5 your normal rate will be paid for all hours worked in excess of 40 hours within one week.  .
Paid Time Off/ Sick LeaveIn accordance with Arizona Law, you will be entitled to 1 hour of PTO/sick leave for every 30 hours of work.  Any further increase is subject to policy. Unpaid vacation leave of up to two weeks is to be taken at such time as is determined by or acceptable to the New Vision Center.
BenefitsNone
TravelYou may be asked to pick up or deliver materials required to complete your duties. In accordance with the policies of New Vision Center mileage expenses will be reimbursed.
Probationary PeriodTo assess your fit within the New Vision Center, the first three (3) months of your employment will constitute a probationary period. At any time during this probationary period, the New Vision Center may terminate your employment without cause and without advance notice or pay in lieu of notice. If this occurs, we would have no further obligation to you, financial or otherwise.
Policies and StandardsDuring the period of your employment with us, you agree to be bound by The New Vision Center’s policies and standards, and any future policies and standards that are reasonably introduced by the Company.
Confidentiality and Intellectual PropertyOur offer of employment is conditional upon you agreeing to keep all information that comes into your possession confidential.   All work done by you in the course of your employment is the property of the New Vision Center  
RepresentationYou certify that you are fully authorized to work in the United States and can provide proof of this with legal documentation.
Changes to Duties and/or CompensationIf your duties or compensation should change during the course of your employment with the New Vision Center, the validity of our agreement will not be affected. In addition, if one or more of the provisions in our agreement are deemed void by law, then the remaining provisions will continue in full force and effect. 
ResignationShould you wish to resign your employment with the New Vision Center, you will be required to provide 2 weeks’ written notice to enable us to transition your work. 
TerminationIt is the intention of both parties to form a long and mutually profitable relationship. However, this relationship may be terminated by either party at any time provided written notice is delivered to the other party. You agree to return any Employer property upon termination.

Schedule B

Position Description

Administrative Assistant

New Vision Center for Spiritual Living

Last Updated:  May, 2020By: 
Direct Supervisor:  TBDStatus:  Part-time Hourly Employee

Purpose

The Administrative Assistant attends to the many different office and administrative duties of the center including general office management, support for the Ministers, Communications Director and Leadership.

Duties and Responsibilities

General

  1. Trains and supervises activities of Office Angels (volunteers) and assigns duties as needed.
  2. Answers and screens all incoming calls when Office Angel is not available, routing them to the appropriate departments/persons and taking messages as needed.
  3. Responds to all mail and email correspondences (info@newvisionaz.com inbox), routing them to the appropriate departments/persons as required.
  4. Manages office supplies, keeps track of inventory, and orders supplies as needed.
  5. Maintains an orderly and clean office and filing system, including assisting Communications Director in the administration of shared Dropbox files.
  6. Assist Communications Director in maintaining Master Calendar for all NVC activities:  assigning all NVC meetings, classes and workshops.
  7. Process background checks for Youth and Family Ministries teacher applications.
  8. Maintain Administrator Manual:  https://www.dropbox.com/sh/u6cz7wivnpddx16/AAB0Pultv459Y3X7xRAxlrQ_a?dl=0
  9. Other duties as assigned by supervisor.

Sunday Morning Production

  1. On Sunday mornings, assist Service Ministry Director and Communications Director in troubleshooting/running interference for Ministers, Podium Host, Divine Groove, and production staff.  Assist in supporting Sunday Morning Facilities Manager, Kitchen Krew, Concierge, and all other functions during Sunday morning production.  Direct members and partners who are on campus to the appropriate support staff as needed.
  2. Assist Communications Director and provide technical support to assure that Sunday morning Livestream/YouTube production is operating at optimal levels.

Marketing

Constant Contact

  1. Updates Constant Contact Lists:  enter first time guests (Drip Campaign), update/delete contacts.
  2. Assist Communications Director in assembling and delivering weekly Constant Contact newsletter.

Website/Databases

  1. Assist Communications Director in updating content as needed: classes/workshops, events, Community Outreach Quarterly Partners, other content.
  2. Maintain consistent membership data in Church Windows, Constant Contact, list serves and partner records, including entering Vanco payment into Church Windows.

Flyers/Signage

  1. Produce flyers for NVC Events and Classes.  Maintain breezeway glass cabinet with current events and provide flyers to Sunday morning Concierge as needed.
  2. Assist Communications Director in creating messages on monument sign.

Classes/Workshops

Assist Communications Director:

  1. Confirm available dates for schedule of classes
  2. Order books
  3. Communicate to students prior to first class, emailing all workbook curriculum and instructions.  Make copies of workbooks as instructed for students who request this service.
  4. Assign rooms and or Zoom IDs and passwords as needed
  5. Submit check requests for facilitator payments
  6. Provide Dropbox training to facilitators as needed.
  7. Coordinate with volunteers to assure that all administrative duties are completed.

Required Knowledge, Skills and Abilities

  1. Must be able to work at fast pace and meet weekly deadlines, and comfortable with multi-tasking and prioritizing projects.
  2. Must be willing to work evenings and weekends occasionally.
  3. Must be a self-starter with an innovative approach to administration and a keen eye for detail.
  4. Must be comfortable working with technology across multiple applications (Constant Contact, NVC website, Church Windows, Vanco, Canva etc.), and comfortable learning new applications quickly.
  5. Must have proficient computer skills, including Microsoft Office (Word, PowerPoint, Excel), desktop publishing programs, and proficiency in use of standard office tools (copy machine, etc.).
  6. Must be committed to the center’s vision, mission and message.
  7. Must be willing and able to be a collaborative team member.
  8. Must be courteous and tactful with partners and members, especially in times of grief and crises in their lives.
  9. Must exercise exceptional judgement in dealing with sensitive and personal issues.
  10. Must be able to prioritize concerns with minimal guidance and attend to church members when pastoral staff are unavailable.
  11. Must be comfortable with a wide range of individuals, able to work with and comfort those from all walks of life.
  12. Must be able to communicate effectively both verbally and in writing.

Education and Experience

  1. High school diploma or GED equivalent required.
  2. Ideally, Associate’s or Bachelor’s degree recommended.
  3. Two+ years clerical or administrative experience.