Program Assistant & Coordinator (Full Time)

Job Title: Program Assistant and Coordinator

FLSA status: Exempt

Department: Program Ministries

Reports to: Director of Program Ministries

Grade: 14

The mission of Sandy Cove Ministries is to help people connect with God and each other in order to be transformed into the image of Christ, through His Word, His creation and community.

Position Summary: Assist Sandy Cove Ministries’ Program Department by providing administrative and coordination support in the implementation and facilitation of its programs and events. Coordinate the program details including serving the participating groups and leaders to facilitate their attendance at program events.

Role qualifications and essential skills and experience:

• Bachelors and/or equivalent relevant work experience
• Strong communication and highly detail oriented
• Excellent interpersonal skills
• Strong computer skills and ability to learn new technology applications
• Available to work program events
• Strong professional, written and oral communication skills
• Flexible and strong ability to problem solve under pressure
• Ability to work independently and in a team environment.
• Maintain a positive, confidential and mature attitude within a very busy environment
• Ability to work with a diverse range of individuals and groups

Position Responsibilities:

• Prepare and proof communications (letters, invoices, contracts, memorandums, schedules, etc.)
• Process all event programs, contracts, check requests, complimentary reservations and enter event bookings in current computer system.
• Organize and maintain department files and supplies.
• Proficiency with excel, publisher, PDF, Powerpoint, Dropbox, word and other platforms
• Administrate events in advance by gathering details from lead programmer, inputting details and tasks into management systems, including Maestro.
• Coordinate events by monitoring behind the scene activities ensuring tasks done according to the plans, and anticipating adjustments.
• Serve participating group leaders by coordinating details such as rooming lists, contract adjustments, accepting payments, rooming lists, and other advance and on-scene issues. Welcoming and hosting them and their groups upon arrival.
• Transport guest speakers to/from local airports.
• Work in conjunction with other departments to ensure clear understanding of pending and future program events; and participate in weekly status meetings.
• Work with Communications to develop and deliver information for the website and other platforms.
• Managing concerns of groups and guests including incident reports.
• Staff all program events which includes weekends
• Perform any other requested reasonable tasks assigned.

Reporting to this position: None

Physical demands of work environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential function of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands: while performing the duties of this job, the employee is required to work extended hours, involving standing and viewing computer screen for long periods of time.

Work environment: while performing the duties of this job, the noise level in the work environment is usually minimal to moderate.