DMA Coordinator - Secretariat

Please be sure to submit a current resume when applying for this position

POSITION SUMMARY

Performs specific duties for Secretariat office.  Assists in designated administrative details using initiative and sound judgment.  May work with information of a complex and highly confidential nature.  High levels of tact, friendliness and other aspects of strongly developed interpersonal skills are essential, along with proven organizational skills

COMPENSATION

• Full - time hourly position with benefits
• Remuneration: Grade 6 ($25.18 - $35.93)

BENEFITS

Hourly employees are eligible for benefits including health insurance, paid time off, and retirement savings plans, with eligibility based on hours worked.

SUPERVISORS

Associate Secretaries

ESSENTIAL JOB FUNCTIONS

• Assists with the tracking, coordination, communication, planning, and organization of meetings and/or travel for the department leadership working with Deferred Mission Appointees (DMA’s) in their respective territories.
• Serves as liaison in the recruiting process between GC SEC Representative at Loma Linda University (LLU), Associate Secretary and IPRS.
• Instructs and monitors prospective DMAs in completing the ISE database personal information form and ensures the information is handled in a confidential manner. 
• Serves as primary point of contact for DMA appointees in supervisors’ absence - problem solving often required. 
• Processes incoming correspondence from the general public and all levels of denominational personnel, including regular mail, email, telephone inquiries, and personal visits.  Responds on supervisors’ behalf, at times using supervisors’ electronic signature as authorized.
• In consultation with supervisor, assists with processing of DMA’s through the Mission Personnel Processing Committee
• Enters data into ISE database on a regular basis.
• Performs data checks, corrections, and/or entry as needed for the DMA’s. 
• Processes incoming mail—(opening, dating, sorting) and answers correspondence on supervisors’ behalf and inserts supervisors’ signature as delegated.
• Prepares all routine purchase orders, check requests, language translation requests and travel authorizations for respective offices.
• Assists supervisor and/or leads out in preparing reports, special projects, etc., as requested.
• Maintains a well-organized office, often in absence of supervisors, with an efficient filing system.
• Schedules and maintains daily calendar of supervisors; makes travel and lodging arrangements.
• Serves as recording secretary of committees as requested.
• Orders plaques for long-term missionaries who are retiring/voted permanent return.
• Assists supervisor in assigning committee rooms, conference wing space, cafeteria dining rooms, and common areas of the GC building during Spring Meeting and Annual Council using a web application checking for conflicts with personnel.  Works with vendors and the Media Services on providing for the catering and technical needs of groups scheduled to meet.  Works with administration to ensure essential personnel are available for all meetings.
• Assists supervisor in maintaining the Authorized Meetings schedule.
• Must be a member in regular standing of the Seventh-day Adventist Church.
• Must maintain a regular and reliable attendance schedule.
• Other duties as assigned.

Salary : $25 - $36