Office Assistant

Department: Chapel and Religious Life Office 

Supervisor:Rev. Andria Williamson

Starting Rate of Pay: $10.00

Length of Time: Eligible for rehire on a semester basis.

Department Description

The mission of the Chapel and Religious Life Office (CRL) is to form lives committed to doing justice, loving mercy, and walking humbly with God. (Micah 6:8). The office provides the campus and our students with a place to deepen and explore the diversity of community through religious identity, spirituality, and culture through enriching programming that deepens the Christian mission to love God and neighbor. Our goal is nothing less than for every student to experience what it means to be beloved--beloved by God and one another. When they do, students find what it means to belong, to become who they are called to be, and to behold an educational journey that will fill them with wonder and awe. 

Job Description

As an Office Assistant, you will gain professional experience by providing administrative support to Chapel and Religious Life by keeping the office supplied and organized. 

Hours Required 

The candidate will perform all duties assigned to the desired role. Hours may vary depending on weekly assignments; however, the total number of hours a student employee may work per week is 20 hours. 

Responsibilities

• Greeting and welcoming visitors to the office, ensuring they are comfortable and are guided to the right office personnel

• Managing the front desk, incoming and outgoing mail, updating student employee resource materials for managing the desk, and special projects

• Creating and maintainingfiles and databases (social media calendar, contact lists for student organizations and other partnerships, CRL alumni, etc) 

• Organizing inventory & keeping a list of supply needs for the office, weekly Chapel, and other programming needs 

• Create and update Operations Manual for Student Employee Program

• Office Assistant / Alumni Engagement / HPU Sunday Leaders / Outreach Coordinators / Multimedia Assistants / Music Director / Interfaith Partners 

• Based on job description and weekly tasks

• Taking and delivering messages and packages

• Making copies and scans for Chapel staff and programs

• Analyze Website Layout and Language with Manager of Chapel Programs for regular updates for archiving

• Preparing materials for weekly chapel and/or other CRL programming

• Other duties as assigned

Expectations

• Present a portfolio of your work in this area for the role desired and/or be prepared to create a sample of what would be expected during the week

• Wear business casual during in-person work hours and any open house or orientation or open house Chapel ambassador responsibilities

• Weekly meetings with Manager of Chapel Programs and SE staff meetings, as necessary. 

• Copy Manager of Chapel Programs and/or Minister to the University on all email and phone correspondence 

• Taking notes of assignments during meetings with Manager of Chapel Programs

Required Qualifications

Applicants should have experience with Microsoft Suite, Outlook, OneDrive, be detailed oriented, have strong interpersonal skills, anticipateand execute problem solving and troubleshooting opportunities, and be adaptableto perform a variety of tasks. Must have a minimum 3.0 overall GPA.

Desired Skills

• Applicants should have and be: 

• willing to nurture and grow the HPU and HPU Chapel community spiritually

• Effective communication skills

• Strong Interpersonal skills with ability to engage one-on-one to small and large group conversations communicate information effectively

• Self-motivated and have a strong work ethic

• Effective interpersonal and public communication skills (written and verbal for small and large groups)

• Flexible and adaptive to change and problem solving in a high-paced environment

• Visionaries

• Dependable

• Excellent and detailed organizational skills 

• Excellent time management skills

• Patient, friendly, professional, and inviting

Interview Questions:   

• Major? Minor? 

• What drew you to this position?

• What makes you want to deepen your involvement in chapel as an office assistant?

• How will this position help you advance in your resume and spiritual life?

• Working over the summer, and xmas break as needed?.

• How would you respond if you didn’t get the response desired in outreach for ops manual

• Inventory (closets, chapel)

• Schedule for the semester, including class and other work times

• Time in other positions (20 hours max per week)

• Chapel retreat in the summers (week before school)

• Working at the desk (provide schedule)

Scenarios: Share a scan of the desk manager duties on the screen, create a scenario based on prioritization, ask interviewee how they would triage needs in a friendly and professional manner.

Portfolio: Data sheets kept for employers, other items related to job responsibilities,Sample of her designs in graphic design and content creation (ask interviewee to share their screen and explain items in their portfolio, floor is open for questions from interviewing team.

Tasks: Think of (ideas for how to reach out to faculty/staff partners) and multiple encouraging messages throughout the year during times and for occasions you think it would be most appreciated in the semester. what types of encouragement would you offer faculty, staff, students, give specific examples for different departments and offices.

Section on the website to edit.

Ops Manual: Ryans page for her review, (get a list of their tasks, choose a task, create an email describing the needs for the page and provide an example, create a deadline, upload to OneDrive, OA would review flow and reach out to employee for any necessary edits or additions, then send to AW for final review. Organize into student employment section of operations manual, create a schedule for outreach andsubmission deadlines

Table of contents: each role>task, within each role, create step-by-step process, materials needed, links to any tutorials or helpful websites with resources

For Reyna: worship participation of visual and performing artists for org and individual participation) (what resources you would use to get that information; what questions you would ask, the specific information you would track for a sample product.