Operations Coordinator Job Description Final Rev 10.8.16

Administrative Support Coordinator Job Description

OUR MISSION: From a foundation of faith in Jesus Christ, Mercy’s Gate will bridge the gap from crisis to hope for our neighbors in need.

 We partner with churches and other organizations to lead the transformation of our community.  We empower our neighbors to navigate their lives through life-giving resources and relationships.  We equip our volunteers and staff to serve.  We provide services that meet the physical, financial, emotional, and spiritual needs of our neighbors.

OUR ORGANIZATION: Mercy’s Gate is a non-profit organization whose goal is to understand and service the human needs of our community, specifically in Northern Colorado Springs, through direct support and integration of those people in need into caring communities and churches.

Our organization is currently seeking an Administrative Support Coordinator to perform a variety of administrative and clerical tasks. Duties of the Administrative Support Coordinator include providing support to Executive Director and employees, assisting in daily office needs and managing our organizations general administrative activities. If you are interested in this position we encourage you to read through the job description and apply. Overall Responsibilities:

 Provide support to the Executive Director including scheduling regular and special meetings, assisting in the preparation of agendas, and recording and distributing minutes of meetings

 Maintain files and manage the office clerical system including reporting, documentation, filing copying, typing, database creation and utilization

 Record office expenses

 Organize and maintain office supplies

 Provide support to initiatives on ministry policies and procedures

 Provide support for selected projects and organization events

 Answer phone calls

 Organize and schedule appointments

 Plan meetings

 Write and distribute email, correspondence memos, letters, faxes, and forms

 Assist in preparation of reports

 Maintain a filing system

 Update office supplies

 Coordinate with Executive Director to handle requests and queries

Responsibilities – Administrative Assistant (50%):  Exercises judgment in providing relief to the Executive Director from administrative type functions in order to increase the time he/she has available for executive level responsibilities

 Screens phone calls and visitors; answers questions and handles general problems

 Prepares for and coordinates meetings, prepares agendas, correspondence including letters, memos, and reports

 As needed, provides support to staff; backfills, as necessary, with volunteer roles/responsibilities (i.e., hostess receptionist, etc.);

 Keeps calendar of staff schedules, meetings and other activities

 Data entry and reporting

 Respond to general inquiries that come through email and phone calls

Responsibilities – Project Manager (40%):  Work directly with the Executive Director to manage new and ongoing projects related to the ministry Responsibilities - Facility (10%):  Track and order office supplies  Track and order supplies related to daily operations  Track and order supplies related to direct services ministry  Monitor equipment related to Mercy’s Gate programs and services  Monitor office equipment that it is properly working  As necessary, under the direction of the Executive Director, work with the property manager to ensure all routine maintenance related to the facility is cared for

Education, Work Experience, and Qualifications:  Bachelor’s degree preferred or proven experience as Administrative Assistant or equivalent position.

 At least three (3) years of demonstrated experience in a nonprofit organization  Excellent organizational and leadership abilities.

 Outstanding communication and people skills.

 Knowledge of ministry legal rules and guidelines Experience and Qualifications:  Proven experience working in an office setting as an administrative support personnel

 Knowledge of office equipment, like printers and fax machines

 Knowledge of office management systems and procedures

 Proficiency in Microsoft Office suite

 Excellent time management skills and the ability to prioritize work  Excellent written, interpersonal and verbal communication skills  Attention to detail and problem-solving skills  Strong organizational skills with the ability to multi-task  Must be able to maintain confidentiality of information, demonstrating appropriate judgement and discretion

Personal Characteristics:

The Development Director/Communications Coordinator should demonstrate competence in all of the following areas:

 Spiritual: Action and thoughts are in agreement with Mercy’s Gate statement of faith  Creativity/Innovation: Develop new and unique ways to improve the finances of the organization and to increase community awareness  Behave Ethically: Understand ethical and business practices as stated in Mercy’s Gate Employee Handbook. Ensure own behavior and the behavior or others are consistent with these standards and aligns with the values of the organization  Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization  Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques  Focus on Donor Needs: Anticipate, understand, and respond to the needs of donors to meet or exceed their expectations within the organizational parameters  Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness  Personal faith in Jesus Christ and is comfortable working in a ministry that provides spiritual counsel and prayer. Must be involved in a local church  A passion for Mercy’s Gate mission  A public advocate for the poor  Strong cultural competency to work effectively with diverse stakeholders and neighbors from all economic levels, ethnic, religious and racial groups, with care and respect for all  Core values of honor, integrity, service, excellence  Able to support vision and direction of ministry with respect and professionalism

90- Day Introductory Period:

A 90-day review will be held with the Executive Director. During this meeting, the terms in this document and the job description will be discussed and revised as is deemed necessary by the participants. Issues resulting in a failure to complete the responsibilities outlined in this documents will be discussed and a resolution that is satisfactory to all parties will be adopted. Performance Evaluation:

After the 90-Day Introductory Period, and if all parties are in agreement of continued employment, every six months thereafter a performance evaluation meeting will be held with the Executive Director. During this meeting, the terms in this document and the job description will be discussed and revised as is deemed necessary by the participants. Issues resulting in a failure to complete the responsibilities outlined in this document will be discussed and a resolution that is satisfactory to all parties will be adopted. Evaluation Process:

1) Written Evaluation: The Executive Director will complete a written evaluation at least three days prior to the Performance Evaluation Meeting. The Executive Director will also ask the Development Officer to complete a written evaluation of themselves

2) Performance Evaluation Meeting: The Executive Director will discuss in person the written review and create a plan to address any concerns. From there, the Executive Director will work to create a set of written goals and expectations for the coming two months. Goals and expectations will be based on job description and written agreements around work habits.

Work Hours:

20 Hour Work Week Compensation:

This is a part-time position ranging from $10-$12 an hour. Benefits:

Our organization currently does not have benefits to offer. Leave: Sick-leave will be allowed as requested. Any vacation over two weeks must be approved by the Executive Director. Expenses: Any entirely-work-related expenses will be reimbursed in full by the organization within one week of the date the expense was made. Receipts and/or proof of purchase documents must be provided for any expense. All work-related purchases must first be approved by the Executive Director.

Employment at Will:

All employees of Mercy’s Gate are employed under the Status of Employment-at-Will. Just as employees are free to resign at any time, for any reason, Mercy’s Gate is free to terminate the employment relationship for any reason at any time. This job will remain posted until position is filled.

Application materials include the following:

 Cover Letter and Resume  Mercy’s Gate Application (this application can be found on our website – Employment)

For more details regarding this position and to access Mercy’s Gate employment application please visit our website at: https://mercysgatecs.org/about-us/employment/

Please submit Cover Letter, Resume, and Mercy’s Gate Application to: [email protected]

Note: to be consider for this position all of the above mentioned (cover letter, resume, Mercy’s Gate application) must be entirely completed.