Administrative Assistant, The Center of the Arc of Ministry

Administrative Assistant, The Center for the Arc of Ministry

Department: The Center for the Arc of Ministry

Reports To: Executive Director, The Center for the Arc of Ministry

FLSA Status: Non-Exempt

Position Summary

The Administrative Assistant provides comprehensive operational, administrative, and programmatic support for The Center for the Arc of Ministry. This position coordinates the day-to-day operations of the Center while supporting program implementation, events, communications, grant administration, and partnership activities. The Administrative Assistant serves as the administrative hub for the Center, ensuring effective collaboration among Seminary departments, congregational partners, educational institutions, cohort participants, and external stakeholders.

Working closely with the Executive Director and Associate Directors, this position helps ensure that the Center's initiatives are implemented efficiently and in alignment with the Seminary's mission and the strategic objectives of the Arc of Ministry.

Essential Duties and Responsibilities

Program Coordination

• Coordinate the day-to-day administrative operations of the Center.
• Support the planning, implementation, and evaluation of Center initiatives and special projects.
• Coordinate participant registration, onboarding, and orientation activities.
• Assist with scheduling cohort activities, retreats, workshops, meetings, and conferences.
• Maintain program calendars and timelines to ensure milestones and deadlines are met.
• Coordinate logistics for Seminary visits, discernment events, leadership development programs, and partner meetings.

Administrative Support

• Provide administrative support to the Executive Director and Associate Directors.
• Manage calendars, meeting scheduling, travel arrangements, and meeting logistics.
• Prepare correspondence, reports, agendas, presentations, and meeting minutes.
• Maintain confidential files, records, and electronic documentation.
• Monitor office operations and coordinate purchasing of supplies and equipment.
• Process invoices, expense reimbursements, and purchasing requests in accordance with Seminary procedures.

Partnership & Participant Support

• Serve as the primary administrative contact for churches, educational institutions, cohort participants, alumni, and community partners.
• Coordinate communication with participants throughout the program lifecycle.
• Maintain participant records, mentor assignments, internship documentation, and partnership files.
• Assist with onboarding new congregational and institutional partners.
• Coordinate volunteer and mentor documentation.

Event Planning & Logistics

• Coordinate conferences, retreats, workshops, board meetings, and community engagement events.
• Manage event registration, catering, facilities reservations, travel arrangements, and event materials.
• Coordinate volunteer support during events.
• Assist with post-event evaluations and follow-up communications.

Communications

• Coordinate internal and external communications for the Center.
• Assist in preparing newsletters, promotional materials, social media content, and website updates.
• Maintain communication calendars and mailing lists.
• Coordinate communication with Seminary departments and external partners.
• Ensure consistent branding and messaging across Center communications.

Data Management & Reporting

• Maintain databases for participants, churches, educational institutions, mentors, alumni, and strategic partners.
• Collect, organize, and analyze program data.
• Prepare reports supporting grant requirements, institutional assessment, and strategic planning.
• Track participation metrics, partnership engagement, and program outcomes.
• Maintain electronic records in accordance with Seminary policies.

Grant & Financial Support

• Assist with grant administration, documentation, and reporting.
• Monitor project timelines and reporting deadlines.
• Support budget tracking, purchasing, and financial reconciliation.
• Compile documentation required for grant compliance and donor stewardship.
• Assist with data collection for annual reports and Board updates.

Collaboration

• Collaborate with Seminary departments including Admissions, Academic Affairs, Communications, Institutional Advancement, and Finance.
• Support cross-functional initiatives that advance the Center's mission.
• Participate in staff meetings, planning sessions, and strategic initiatives.
• Perform other duties as assigned.

Education
•    Associate's degree preferred; Nonprofit Management, Communications, Higher Education, or a related field preferred. 

Experience
•    Three to five years of progressively responsible administrative or program coordination experience. 
•    Experience supporting multiple projects simultaneously. 
•    Experience in higher education, nonprofit, church, or grant-funded organizations preferred.