Administrative Assistant

The Administrative Assistant will provide clerical support for the FCA field office to accomplish the FCA mission and vision and reflect the FCA Core Values in the ongoing work of that office.

MINISTERIAL DUTIES

These responsibilities are critical to the FCA mission and this position plays a vital role in our ministry. FCA expects all functions and responsibilities outlined below to be carried out with a heart surrendered to serving God as a form of worship.

• Agree with, and abide by, FCA's Christian Community Statement.
• Follow a spiritual rhythm including daily prayer and Bible study to seek the Lord's will for FCA.
• Lead, conduct and provide spiritual leadership for staff, volunteers, coaches and athletes through prayer, Bible study, worship and living by example so they are equipped to serve others.
• Connect to and participate in a local church through worship and weekly involvement.
• Conduct yourself in a manner that affirms biblical standards of conduct in accordance with FCA's Christian beliefs (see FCA's Christian Community Statement) at all times.

POSITION RESPONSIBILITIES

• Responsible for appointments/meetings with staff, ministry partners, vendors, etc.
• Handles travel arrangements for assigned staff.
• Receives and screens telephone calls and emails for area office.
• Retrieves, opens, and distributes office mail.
• Plans, organizes, and completes assigned work in a timely manner.
• Manages development of resources and meets deadlines of assigned projects.
• Coordinates donor ministry events, banquets, staff meetings, etc.

• Volunteer Impact Portal (VIP): Develop a thorough working knowledge of FCA’s Volunteer Impact Portal and provide administrative support for the local volunteer onboarding and management process. Monitor volunteer progress, assist volunteers in navigating the system, identify incomplete requirements, and follow up as needed regarding applications, references, background checks, required training, waivers, and other FCA requirements.

• Volunteer Administration: Maintain accurate volunteer records and assist staff in ensuring volunteers are properly onboarded, trained, and connected to the appropriate FCA ministry programs, Huddles, events, and opportunities.

• Social Media and Ministry Communications: Assist with managing local FCA social media accounts, including developing, scheduling, and posting content that highlights ministry activity, shares stories of FCA’s impact, promotes upcoming events and opportunities, and increases awareness of FCA throughout the local area. Assist with emails, newsletters, flyers, presentations, and other digital or print communications as needed.

• Expense Reimbursements and Financial Administration: Assist staff with preparing and submitting expense reimbursements, organizing receipts and required documentation, processing invoices or check requests as appropriate, and helping ensure administrative financial processes are completed accurately and in accordance with FCA policies and deadlines.

• Event Administration: Provide administrative and logistical support for FCA ministry and donor events, including camps, Fields of Faith, banquets, Huddles, leadership gatherings, and other local ministry activities. Support may include registration, communication, participant lists, materials, supplies, vendors, and follow-up.

• Database and Record Management: Assist with maintaining accurate and organized ministry records, contact information, volunteer information, event information, and other data within FCA systems.

• Website and Digital Resources: Assist with maintaining current local FCA website content and other digital resources, including ministry information, upcoming events, volunteer opportunities, and other updates.

• Ministry Resources: Assist with ordering, organizing, maintaining, and distributing FCA ministry resources, promotional materials, apparel, printed materials, and supplies needed by staff, volunteers, Huddles, coaches, and athletes.

• Administrative Systems and Processes: Learn and effectively utilize FCA systems and technology necessary to support local ministry operations. Take ownership of assigned recurring administrative processes and identify opportunities to improve organization, communication, and efficiency.

• General Administrative Support: Provide additional administrative and operational support as needed to help FCA field staff focus their time and attention on developing relationships and engaging, equipping, and empowering coaches, athletes, and volunteers.