Job Search for Program Assistants in the Ethnic Ministries Unit

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Job Search for Program Assistants in the Ethnic Ministries Unit

제목 Re: Job Search for Program Assistants in the Ethnic Ministries Unit   
보낸날짜  |  2007년 11월 13일 화요일, 보낸이  |  "Lam, Karl" <klam@united-church.ca>

Dear Friends in Christ,

Shalom!

The Ethnic Ministries Unit is currently seeking two Program Assistants,
both of whom would work in the General Council Offices in Toronto.
These are full-time and paid positions that will both provide high-level
administrative and programmatic support to work within the Ethnic
Ministries Unit. Could you please circulate these position to people
who might be interested in applying? The deadline date for applications
to be received in the office is noon (E.S.T.) on November 26, 2007. The
detailed job description is attached here for your reference. And a full
job description is on the website: www.united-church.ca

Blessings,

Yours truly,
Karl

Rev. Karl Lam
Program Coordinator
Ethnic Ministries Unit
The United Church of Canada
3250 Bloor Street West,
Toronto, ON M8X 2Y4
Phone: 1-416-231-7680 (Ext.4129)
email: klam@united-church.ca 
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THE UNITED CHURCH OF CANADA

Program Assistant

Ethnic Ministries Unit

JOB DESCRIPTION

 

Purpose:

This person shall work in a primary reporting relationship to two members of the staff team in the Ethnic Ministries Unit, and in partnership with another Program Assistant in the Unit.  The Ethnic Ministries staff team includes two Program Assistants, the Executive Minister, and three Program Coordinators.  The Program Assistant is a vital and key member of Ethnic Ministries’ staff team who will provide high level administrative and program support; this person has individual and collective responsibility to provide administrative and programmatic support for intercultural and ethnic ministries programs, research, analysis, and selective resource development.

Context:

The General Council Offices, as part of the wider church, are called to serve God’s mission in Jesus Christ, empowered by the Spirit, for a world of justice, peace, reconciliation and the integrity of creation.  The General Council Offices support the mission and ministry of the broader church, working ecumenically and in global partnerships.

Within this context, the Ethnic Ministries Unit is one of the program units of the General Council Offices whose historic mission has been “to nurture and support the ministries of Ethnic Ministries’ congregations and ethnic minorities of The United Church of Canada to participate fully and faithfully in the Church’s life and mission as developing, growing, and gifted presence.”  Looking forward, the Ethnic Ministries Unit, in partnership with Aboriginal and Francophone communities, continues to lead The United Church of Canada in its efforts to becoming an intercultural church.  The Ethnic Ministries Unit is central place of networks and relationships; working in partnership and service with racial/ethnic minority peoples, peoples from a wide variety of racial/ethnic backgrounds, and peoples whose first language may not be English.

The significant cultural differences amongst a racial and ethnic minority constituency provide opportunities for this staff person to nurture relationships and encourage connections among and between ethnic minority congregations, the Ethnic Ministries network, and the church as a whole. This position requires keen relational skills to assist in a ministry context of ethno-specific work, racial diversity, and inter-ethnic work, and in the broader framework of a church that is striving to become more intercultural.

This staff person will work in close relationship with all staff in the Ethnic Ministries Unit, and will have considerable contact and interactions with elected members on committees and task groups.

Reporting Relationships:

The Program Assistant position is one of five (5) positions reporting to the Executive Minister.  The other four (4) positions are:

·         Program Coordinators in Ethnic Ministries (3)

·         Program Assistant 

Specific Outcomes or Key Position Functions:

·          Works in collaboration with, and provides support in the areas of coordinating daily schedules (in-house work or otherwise), administrative and program support for two members of the Ethnic Ministries staff team;

·          Manages and prioritizes correspondence, including e-mail and faxes, identifying urgent items, responding to routine inquiries, and gathering appropriate background materials as well as facilitating communication for staff when outside the office;

·          Responsible for overseeing and coordinating the office in the Ethnic Ministries Unit (including administrative organization and office management; office procedures; looking after staff schedules; filing documents, bookings, videos, CD’s pictures; ordering of office supplies; keeping track of a variety of reports, archives, correspondence; update mailing lists, etc.);

·          Takes and prepares detailed notes/minutes from meetings and distributes them accordingly;

·          Provides administrative support to the Unit, related working groups and elected member bodies, and other supportive duties the Unit may require;

·          Acts as coordinating registrar, budget planner, and conference organizer for consultations, large gatherings, and other national events sponsored by the Ethnic Ministries Unit, and performs other duties as assigned to provide high-level administrative support for these events;

·          Coordinates all aspects of administrative support for ongoing meetings with elected members, including arranging flights or other transportation needs, accommodations, tracking and reconciling expenses, and collecting and compiling necessary documentation for such meetings;

·          Co-ordinates the Unit’s electronic resources on the web, including development of dynamic content of electronic resources, management of networks serviced by the web, and serves as Unit representative on the General Council web team; also manages relevant pages on the United Church website and including relevant links, in order to ensure that current, accurate, and relevant portfolio information is available to the whole church;

·          Develops and maintains electronic networking and online communities relevant to the Unit’s mandate;

·          Manages and gathers data related to ethnic and intercultural ministries including surveys, statistical information, resources, network-related details, programs, and meetings; maintains a broad awareness of intercultural issues, networks, and resources related to the portfolio by attendance at program and networking meetings and reading relevant reports and periodicals;

·          Provides editorial assistance for the development of written resource material relevant to the Unit’s work, and administration of communications with both Unit-related networks and the church as a whole (with guidance from the Program Coordinators and/or the Executive Minister);

·          Provides planning and research assistance as requested (with instruction and guidance from Program Coordinators and/or the Executive Minister); and provides analysis, presentation of data, or reports;

·          Files and archives relevant materials in accordance with the records management procedures of The United Church of Canada;

·          Assists with the maintenance and upkeep of relevant databases: including digital photos, data entry, photos, mailings;

·          Monitors work needing to be completed by the Program Coordinators and/or the Executive Minister and works with them to ensure completion of relevant work;

·          Offers hosting and hospitality for meetings including set-up and clean-up, arranging for refreshments, booking meeting spaces, greeting and receiving guests, and other duties relevant to meeting coordination;

·          Effectively represents the Unit at inter-unit meetings, and other gatherings as necessary;

·          Can exercise discretion and confidentiality;

·          Monitors budgets relevant to the work assignment(s); offers financial expertise such that internally, within the Unit, effectively tracks finances and budgets; assists in preparing the budget; looks after invoices, requisitions, reviews expense forms, tracks monthly credit card invoices and receipts; monitors correspondence related to the monitoring of the Unit’s budget; and other related financial work.

Decisions Made By This Position:

·          Communicate with relevant groups to ensure information for the website is up-to-date and accurate.  Determine updates for website.  Respond to correspondence on basis of Unit policy.

·          Make all meeting arrangements/logistics including travel, hospitality arrangements for Ethnic Ministries programs (related groups and committees), co-ordinate all logistics, liaise with office services.

·          Prepare spreadsheets and contact lists to keep coordinators up to date with current programs/budget and activities.

·          Organize correspondence and determine whose responsibility it is to respond; respond to correspondence on basis of Unit policy.  Maintains files, sends correspondence to archives and takes detailed notes at meetings, conferences and gathering.  Oversees the records management for the Unit.

·          Read, review, assess documents, publications related to portfolios.

·          Prepare cheque requisitions and keep track of budgets for approved expenditures.

Recommendations Made By This Position:

·          Identify ways to improve communications between program coordinators and constituents (i.e.,: communication strategies).

·          Identify needs related to effective functioning of meetings/conferences/consultations.

·          Identify needs for clearer policy and/or program information.

·          Identify areas for improvements in practice and procedures related to note keeping, filing and the archiving of documents.

·          Advise unit colleagues about portfolio-related information gathered from readings, conversations, etc.

·          Budget concerns and recommendations for budget management.

Qualifications/Education/Competencies/Experience:

The requirements listed below are representative of the knowledge, skill, education, experience and ability required.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

·         Post-secondary education, with at least 5 years of directly related administrative experience at a mid-senior level or equivalent;

·         Ability to research, collect and analyze data, and must have an aptitude for numbers and the ability to write routine reports, draft letters, correspondence;

·         Lived experience in a racial/ethnic minority community and/or congregation;

·         Knowledge of a second language is an asset;

·         Financial aptitude is essential; must have direct experience in financial management, and/or accounting;

·         Must be able to work well with people from a variety of racial/ethnic backgrounds, and those whose first language may not be English and with volunteers and staff in a collegial manner;

·         Commitment to the mutual relationships with Aboriginal peoples, francophone peoples, racial and ethnic minority peoples, and ethnic majority peoples;

·         Must work well in teams and individually, and must be able to listen carefully and with sensitivity;

·         Keen knowledge and understanding of racial justice and intercultural issues, and understanding of The United Church of Canada structures, work, programs, courts, and activities;

·         High level of written and oral communication skills, experience in writing and/or resource development, ability to write clearly and succinctly, ability to manage electronic communications; proofreading skills and awareness of communication vehicles a strong asset;

·         Strong attention to detail; uses resources effectively and efficiently;

·         High ability to organize and set administrative support duties in priority, works well under pressure, has initiative as well as tact and good judgment;

·         Excellent organizational and administrative skills;

·         Good reasoning skills and be able to deal with problems involving moderate to difficult situations with a high degree of good judgment and common sense; a high degree of problem-solving skills and ability to deal with people who might be in crisis and maintain confidentiality;

·         Exceptional competency in computer skills: knowledge of database management, Internet, PowerPoint, Microsoft Excel, Microsoft Word, and Outlook Software;

·         Ability to develop positive relationships with staff and elected members in cooperative and supportive ways;

·         A desire for continuous learning and ongoing development is essential.

Working Conditions: 

Normal office environment.   Occasional evenings and weekends required for participation in Church and Unit-related meetings and other events.  Occasional travel to meetings held outside of Toronto.  

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2 Positions Available:

Program Assistant, Ethnic Ministries Unit

 

The Ethnic Ministries Unit is seeking an individual to work in a primary reporting relationship to two members of the staff team in the Ethnic Ministries Unit, and in partnership with another Program Assistant in the Unit.  The Ethnic Ministries staff team includes two Program Assistants, the Executive Minister, and three Program Coordinators. 

The Program Assistant is a vital and key member of Ethnic Ministries’ staff team who will provide high level administrative and program support; this person has individual and collective responsibility to provide administrative and programmatic support for intercultural and ethnic ministries programs, research, analysis, and selective resource development.  He/she will work in close relationship with all staff in the Ethnic Ministries Unit, and will have considerable contact and interactions with elected members on committees and task groups.

Qualifications/Education/Competencies/Experience:

·         Post-secondary education, with at least 5 years of directly related administrative experience at a mid-senior level or equivalent;

·         Ability to research, collect and analyze data, and must have an aptitude for numbers and the ability to write routine reports, draft letters, correspondence; Strong attention to detail; uses resources effectively and efficiently;

·         Financial aptitude is essential; must have direct experience in budgets, financial management, and/or accounting;

·         Must be able to work well with people from a variety of racial/ethnic backgrounds, and those whose first language may not be English and with volunteers and staff in a collegial manner; Commitment to the mutual relationships with Aboriginal peoples, francophone peoples, racial and ethnic minority peoples, and ethnic majority peoples;

·         Must work well in teams and individually, and must be able to listen carefully and with sensitivity;

·         High level of written and oral communication skills, experience in writing and/or resource development, ability to write clearly and succinctly, ability to manage electronic communications; proofreading skills and awareness of communication vehicles a strong asset;

·         Excellent organizational and administrative skills in organizing and setting administrative support duties in priority, works well under pressure, has initiative as well as tact, good judgment and common sense;

·         Exceptional competency in computer skills: knowledge of database management, Internet, PowerPoint, Microsoft Excel, Microsoft Word, and Outlook Software;

·         Keen knowledge and understanding of racial justice and intercultural issues, and understanding of The United Church of Canada structures, work, programs, courts, and activities, lived experience in a racial/ethnic minority community and/or congregation, and knowledge of a second language would all be considered assets.

This a Category 4 position with a 2007 salary range of $36,683 to $48,911.

Interested applicants are invited to submit their resume, quoting file #07-01-35 by 12:00 noon (EST) November 26th, 2007 to D. Collier, Human Resources, email: apps6@united-church.ca

Please visit our website: www.united-church.ca to view the job description.