Program Assistant CESP

United Church of Christ, National Setting

2024-04-27 02:42:08

Cleveland, Ohio, United States

Job type: fulltime

Job industry: Administration

Job description

GENERAL PURPOSE OF POSITION: Provide administrative services for the Global Ministries Child and Elder Sponsorship Program and for the UCC United Nations Program. Participates as part of the Administrative Support Network for communal support across the ministries, as necessary.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

1. Child and Elder Sponsorship Program Assistant (half-time)

• Verify Child and Elder Sponsorship Gift Batches: working with gift entry staff, review and verify gifts as they are being processed to ensure accuracy of donations.
• Distribute/Forward letters to sponsors from all centers that mail or email letters to our office meant for sponsors.
• Record every action we take in the Notes section of Raiser Edge whether initiated from the sponsor, the Center, or the Child and Elder Sponsorship office.
• Follow up as needed for declined credit cards.
• Prepare and distribute the annual financial statements for recurring gift sponsors in January, each year. Prepare and distribute non-recurring receipts to donors in a timely manner and respond to inquiries related to receipts or gift transactions.
• Contact donors with children who have aged out or left the sponsorship centers. Maintain accurate notes in Raiser's Edge.
• Assist with preparing queries and reports as needed for your work or as requested by the program manager.
• Work with Program Manager and Communications staff to update the child sponsorship webpages on the Global Ministries and United Church of Christ websites. Help listen for potential stories when talking with sponsors.
• Respond to requests by sponsors, potential sponsors/donors, and others who contact our office via phone calls, the child sponsorship email, and written correspondence.
• Office filing - keep current items accessible and help move the office from paper files to electronic files - until all files are in SharePoint or another system accessible electronically.
• Other duties as assigned.

1. United Nations Program Assistant (half-time)

• Provide administrative support to ensure efficient operation of program from a remote location.
• Assist with the development and updating of mailing list for United Nations program in NYC including ecumenical and interfaith partners and civil society organizations.
• Assist with processing payments for UN programs including dues, room rentals, program expenses, subscriptions, and associated costs.
• Learn protocols for addressing various United Nations Missions and Offices and assist with scheduling of meetings for delegations and individuals travelling to NY or Geneva offices.
• Maintain up to date schedule of events at UN in coordination with program minister.
• Assist as needed with delegation registrations and required documentation for United Nations forums and events.
• Follow-up Letters to UCC and civil society partners after participation in United Nations programs, forums, and associated side events.
• Assist with scheduling of webinars and processes with communication department.
• Support the development of and assist with updates to United Nations webpages on the Global Ministries and United Church of Christ websites.
• As possible and time allows review UN news updates and journal for upcoming meetings.
• Assist with responding to requests about the United Nations program and participation (ie, phone calls, written correspondence and other UCC staff).
• Other duties as assigned.

POSITION REQUIREMENTS

MINIMUM QUALIFICATIONS: The requirements listed below are representative of the knowledge, skills and/or abilities required to perform successfully in this position.

• High School Diploma or equivalent and minimum of 3-5 years secretarial/administrative experience.
• Excellent written and verbal English language skills.
• Knowledge of the United Church of Christ and Global Ministries practices and structure.
• Understand the Child and Elder Sponsorship program and how it works.
• Willingness to learn basics of United Nations structure and processes.
• Familiarity with social media and communications processes and methods.
• Must have the ability to communicate appropriately with donors
• Human relations skills to interact effectively with persons of diverse backgrounds and cultures; ability to exercise mature judgment, including with ecumenical and multi-faith partners, and upon occasion with United Nations staff. Ability to maintain and properly handle confidential or sensitive information including financial information.
• Must be very detail-oriented and able to organize and prioritize workload. Good memory regarding donors and their activities.
• Work independently and as part of a team.
• Proficient in Microsoft Word, Microsoft PowerPoint, Microsoft Excel, database software in general, and electronic communications. Comprehensive knowledge of Raiser's Edge (maintain records, create letters, labels, create and edit queries and reports) required.
• Maintain records in Raiser's Edge where accuracy is extremely important rather than speed.

This position requires work in the office at least 3 days/week.

Protecting the health and safety of our employees is a top priority. Full COVID-19 vaccination is required for employment and proof of record will be requested during the onboarding process.

This job description is not intended to be a complete list of all duties and responsibilities required for the position and is subject to review and change at any time in accordance with the needs of the ministry. Since no job description can detail all duties and responsibilities that may be required from time to time in the performance of a position, duties and responsibilities that may be inherent in a position shall also be considered part of the position holder's responsibility.

It is expected that the person who holds this position will conduct themselves in a manner consistent with the policies of the UCC and in a manner that will reflect positively on the organization. All staff are encouraged to nurture safety within the work performed on behalf of the UCC by being attentive to self-care, education, maintaining appropriate boundaries, and the importance of referring those in need to supportive and helpful resources.