Employment type: full time Administrative Assistant Hours of Work 20 hours per week/Mon.to Fri. Onsite – Kitchener Salary: $30 – $35 per hour Reports To: Office Manager Position Mandate: This role primarily provides administrative support to the Eastern Synod scholarship committee, the Eastern Synod staff & Officers, Directors, pastors, Area Ministry Deans as required, and for CHARITUS as needed. Co-supports reception/phone duties. Maintains and monitors office supplies & equipment. Maintains positive relationships with internal staff and external contacts. Work Context: Works in a close team environment with other support office staff to ensure efficient functioning of the Eastern Synod office. Operates in accordance with the Eastern Synod constitution and policies. Key Position Functions & Outcomes: Assistance to the Scholarship Committee: Creates Scholarship application packages and an online application form Creates and tracks all information received through Jotform Maintains contact with applicants and ensures all information and proper documentation are received Creates a spreadsheet for the committee to summarize all student applications Creates a chart for Financial Dept. to track applicant information regarding T4A Assists Scholarship Committee where needed General Assistance: Retreat & Conference assistance for retreats (including creation of promotional materials, coordination with retreat director(s)/presenter(s) to arrange lodging, meals, and other items as required; tracking registration and income; ensuring that deposits and invoices are paid on time. Book hotel for local accommodation bookings (ensure rates are reduced & current) Assist with various convention preparations (i.e., Synod Assembly) and provide office support at convention Assist with meeting preparations for all program staff Maintain Pulpit Supply list as approved by Bishop Order and maintain inventory control of office supplies and printed supplies Maintain synod office calendar including meeting room bookings Maintain synod databases and prepare reports as required Ensure that the Personnel Manual and Financial Policies Manual are maintained and updated as requested. Collect, sort, distribute and prepare mail, messages and courier deliveries Reception Coverage (telephones/walk-ins/meetings) Assist Deans as required Assist in maintaining the office filing system both electronically and in hard copy. Backup to the Office Manager Responsible for tracking all Insurance certificates associated with the Eastern Synod Other duties as assigned Assistance to Charitus: Provide administrative support as needed Maintain files and online charts for CHARITUS Prepare income tax receipts Handle correspondence and direct accordingly Other duties as assigned Competencies & Qualifications 3 years’ experience in an administrative role Excellent interpersonal skills and customer service orientation; demonstrate a friendly, co-operative and supportive professional attitude Able to exhibit flexibility in handling interruptions Excellent written and oral communication skills Good listening skills, sensitivity and the ability to maintain discretion and confidentiality Computer literacy- Windows 11; Microsoft Office (Word, Excel, Power Point); E-mail (Gmail); Internet proficiency; Office 365 Multi-line telephone system with voicemail Strong attention to detail; focus on accuracy and efficiency Team player, willing to pitch in and support colleagues Ability to be certified in First Aid and Health & Safety, if required Organized and accurate performance; high-quality standards Working Environment The office is a shared space and can be busy. Excellent organizational, time, and stress management skills are needed to complete the required tasks in this front-line position.