Administrative Assistant for Peace Building & Outreach Ministry

The North Carolina Conference is seeking an Administrative Assistant (Peace Building & Outreach Ministry) to support the coordination and implementation of administrative, financial, and program functions for Peace Building & Outreach Ministry and related Connectional Ministries. This role works collaboratively with Conference staff, ministry leaders, and the Treasurer’s Office to ensure effective and well-organized operations across the ministry. The Administrative Assistant supports office operations, event and committee meeting coordination, financial tracking, and communications processes that advance the work of Peace Building & Outreach Ministry. The ideal candidate brings strong organizational and administrative skills, attention to detail, and the ability to manage multiple priorities in a collaborative, service-oriented environment.

This is a full-time, non-exempt position with a regular in-office presence required (minimum three days per week). To apply, submit a resume and cover letter to humanresources@nccumc.org. Your cover letter should briefly describe your interest in the role and how your experience aligns with the position’s qualifications. Applications will be reviewed and considered on a rolling basis until the position is filled. Questions about the position may be directed to the same email address. We respectfully request that applications be submitted by individuals only; no recruiting firms, please.

Job Description

GENERAL

The Administrative Assistant (Peace Building & Outreach Ministry) reports to the Director of Peace Building & Outreach Ministry and provides comprehensive administrative, financial, and program support for Peace Building & Outreach Ministry and other related areas of Connectional Ministries. This role works collaboratively with Conference staff, ministry leaders, and the Treasurer’s Office to ensure effective coordination of programs, communications, and operations.

This position combines administrative coordination with event management, financial tracking, and communications support to ensure a well-organized and responsive ministry environment.

KEY COMPETENCIES

Strong organizational and administrative skills
Attention to detail and accuracy
Effective written and verbal communication
Ability to manage multiple priorities and deadlines
Collaborative, service-oriented approach
Proficiency with office systems, databases, and digital communication tools

DUTIES AND RESPONSIBILITIES

I. Administrative and Office Coordination

Provide general administrative support for Peace Building & Outreach Ministry programs and operations
Respond to inquiries regarding ministry programs, events, and resources
Maintain office systems, records, and documentation
Purchase and manage office supplies and materials
Coordinate printing and preparation of materials as needed

II. Financial Administration

Prepare requisition forms, deposit slips, and supporting documentation
Coordinate with the Treasurer’s Office for deposits, payments, and reconciliations
Assist with credit card reconciliation and financial recordkeeping
Process payment requests for approved grants, loans, and program expenses
Monitor and report budget expenditures and available funds to the Director and committee leadership

III. Executive and Committee Support

Schedule meetings, reserve rooms, and coordinate logistics
Prepare agendas, materials, and meeting packets
Record and maintain meeting minutes and official records
Monitor recurring events, payments, and reporting deadlines
Ensure proper completion and filing of legal and organizational documents

IV. Ministry and Committee Coordination

Support Connectional Ministry committees through communication and scheduling
Maintain contact with committee members and Conference leadership
Send meeting reminders and distribute materials
Assist with preparation and follow-up for committee meetings

V. Event and Program Management

Coordinate logistics for ministry events, trainings, and programs
Manage registrations, attendance records, and participant data
Prepare materials such as nametags, handouts, and event supplies
Coordinate facilities, catering, and vendor arrangements
Assist speakers and participants to ensure successful event execution
Maintain financial and administrative records related to events

VI. Communications and Content Support

Assist with creation and distribution of newsletters, e-blasts, blogs, and web content
Coordinate communications with the Conference Communications Office
Update and maintain website content to ensure accuracy and relevance
Support development of promotional and informational materials
Coordinate with external designers and vendors as needed

VII. Data and Systems Support

Maintain ministry lists and databases of participants and stakeholders
Work with Conference IT staff to ensure accurate data management
Track program participation and support reporting needs

VIII. Collaboration and General Support

Work collaboratively with Connectional Ministries and Treasurer’s Office staff
Support cross-functional initiatives and projects
Provide administrative and operational support as needed
Perform other duties as assigned

QUALIFICATIONS

Required

Associate’s or Bachelor’s degree in business administration, communications, or related field, or equivalent experience
Demonstrated administrative and organizational experience
Experience with financial tracking, reporting, or bookkeeping support
Strong proficiency with Microsoft Office and/or Google Workspace
Ability to manage multiple tasks in a collaborative environment

Preferred

Knowledge of The United Methodist Church structure and polity
Experience in nonprofit, church, or connectional ministry settings
Experience with event planning and coordination
Familiarity with database systems and website content management
Basic graphic design or communications experience
Notary Public certification (or willingness to obtain within a specified timeframe)

POSITION REQUIREMENTS