Office Manager/Registrar/Administrative Assistant

  • Streamside Camp & Conference Center (BCM International)
  • Stroudsburg, PA, USA
  • Aug 30, 2018
Undergrad Work Study (interns with no Bachelor's degree) Support or Office Work (grant writing, admin, graphics/web)

Internship Description

Manage office environment while providing registration and administrative functions in support of Streamside Camp & Conference Center’s mission of reaching children through quality Christian camping programs and strengthening churches through hosting retreats.

 

MINISTRY-SPECIFIC FUNCTIONS
1. Function: Maintain an orderly, efficient, welcoming and effective office to support and enhance the ministry of Streamside Camp & Conference Center.

Standard: Serve as primary receptionist for mail, phone calls, emails and visitors during typical office hours and throughout Streamside activities. Schedule and ensure coverage through other staff or volunteers when necessary.

Keep a sufficient inventory of office supplies necessary to complete all administrative tasks required of yourself and others within budget guidelines

Maintain necessary office equipment (printers, copiers, computers, phones, software, IT, etc.) in good working order including acquisition, servicing and supplies

Train and support staff in proper use and care of office resources and programs

Establish and maintain efficient document record keeping (both electronic and paper files) systems for financial, program materials, ministry resources, curriculum, facility and other data including meaningful archives

Ensure office facilities are kept clean and uncluttered, pleasantly decorated, secure and professional in cooperation with operations staff

Oversee, develop and disciple seasonal staff, volunteers and interns assigned to office

2. Function: Serve as registrar for all Streamside outreach programs

Standard: Maintain single, complete and up to date database (currently Activenet) where all ministry stakeholders (campers, parents, ministry partners, donors, staff, volunteers, retreat contacts, etc.) are kept.

Support promotion of all Streamside activities and programs through pulling data necessary for physical and electronic mailings, social media, etc. Work with vendors for large mailings and execute smaller mailings and postings in house.

Communication with and assistance of parents and groups with on-line and paper registration processes. Follow up to secure all necessary payments and required forms (health and consent, behavior, eligibility forms, What to Bring, etc.)

Conduct onsite registration, check out and dismissals

Provide pertinent information regarding registrations to ministry staff (cabin assignments, bus lists, health forms, totals and subtotals, meal counts, special circumstances, etc.)

Collects new contact information, when appropriate, from those interested in the ministry of Streamside Camp & Conference Center

3. Function: Serve as retreat coordinator for Streamside’s ministry of strengthening churches

Standard: Respond to and follow up with retreat inquiries promptly and professionally using checklist developed in Streamside’s retreat marketing protocol

Collect required contracts and deposits prior to events and settles up with groups receiving payment in full before group departure.

Maintain accurate and complete information in google calendar Follow up with necessary information to assist with retreat planning

Collect and disseminate detailed information about each retreat needed for Streamside staff to serve groups well. Lead Thursday morning meetings to review information

Assign cabins, meal times, seasonal activities and meeting rooms balancing needs and desires of each group

4. Function: Increases productivity and efficiency of Streamside’s Executive Director by serving as Administrative Assistant

Standard: Anticipate needs of Executive Director, keeping him on priorities by organizing and protecting his schedule, time and work environment while limiting interruptions

Communicates on behalf of Executive Director Complete special projects assigned

Enter, provide or document financial, statistical, administrative and other information required by BCM headquarters

Offer similar services to other leadership staff as time allows

6. Function: Represent the Lord, BCM International and Streamside Camp & Conference Center well in all interactions with campers, guests and co-workers.

Standard: Interacts with campers, guests and co-workers with grace and integrity; seeking to communicate honestly, tactfully and positively; exhibiting patience when feeling wronged or overwhelmed; demonstrating care, concern and service to others; and maintaining the highest Christian standards of conduct

Establish and maintain friendly relations with neighbors, vendors and service personnel. Demonstrates a cooperative spirit in complying with all applicable regulations.

Is able to articulate the ministry of BCM specifically as reaching children and developing churches worldwide and illustrate how Streamside Camp & Conference Center accomplishes that mission.

GENERAL FUNCTIONS
1. Function: Operate according to established BCM and Streamside protocols and procedures.

Standard: Understands and adheres to appropriate BCM and Streamside manuals and policy documents.

Serves within established chain of authority.

2. Function: Attend Streamside meetings and special events as assigned and requested.

Standard: Attendance at morning meetings and additional meetings as requested.

3. Function: Perform other duties either approved or assigned

Standard: Accepts additional assignments with a cooperative attitude and performs to the best of ability.

May involve opportunities for interaction with and supervision of campers and guests in camp activities

Communicates any outside professional commitments undertaken

MINISTRY RELATIONSHIPS

Responsible To: Executive Director of Streamside Camp & Conference Center

Employees Supervised: Any seasonal staff, volunteers or interns assigned to office

Interrelationships: Works closely with all staff members at Streamside Camp & Conference Center, as well as other BCM personnel.

QUALIFICATIONS

Born-again believer who demonstrates an active personal relationship with the Lord Jesus Christ. Be in agreement with BCM’s Doctrinal Statement, Position Statements, Values Statement, principles, practices, policies and procedures.
Joyful, kind and compassionate interaction with people.

Passionate for God and focused on reaching children and teens from urban environments Reliable, organized, self-motivated, accurate, detail oriented and efficient
Strong communication skills, both written and verbal
Bi-lingual in English and Spanish would be helpful

Strong familiarity and competency with on-line registration software, google calendar, Microsoft Office platforms and other office functions
Available to work extended hours when needed
Able to perform all Ministry Specific Functions with or without a reasonable accommodation.

PHYSICAL CONDITIONS

This position requires sitting at a desk for a good part of the day as well as frequent standing and walking and climbing of stairs and occasionally ladders. It involves the continual use of fingers and both hands, and the ability to speak clearly, hear, and see close-up and distance. Occasional bending, stooping, twisting and crouching, as well as the ability to reach overhead and in front of the body is required. Occasionally it is necessary to lift push/pull 50 pounds maximum. The work environment has frequent intermittent and excessive noise and occasional contact with chemicals. Requires frequent long or irregular hours with both inside and outside work and may occasionally include participating with children in active games, skill activities and outdoor adventures such hiking and boating.