Administrative Assistant, Faith & Action Project

Christian Theological Seminary • Indianapolis, IN

1d • Onsite

About The Position

The Faith & Action Project is seeking a dedicated Administrative Assistant to help support work that brings faith communities and community partners together. This part-time role is ideal for someone who enjoys coordinating the details behind successful events. The Administrative Assistant for the Faith & Action Project provides administrative, logistical, and project support to the Director and assists with the successful coordination of the project's events, community outreach, and other key engagements.

Requirements

• High School Diploma or equivalent
• At least three years of experience in administrative, program coordination, event support, nonprofit, community engagement, or related experience preferred.
• Strong organizational and project management skills
• Excellent written and verbal communication
• Attention to detail and accuracy
• Customer service-oriented
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Ability to manage multiple projects and deadlines
• Comfortable interacting with nonprofit leaders, clergy, donors, volunteers, and community members

Nice To Haves

• Associate's degree; Preferably a bachelor's degree.
• Experience with databases, CRM systems, or Eventbrite.

Responsibilities

• Grant Program Administration: Maintain the grants calendar and track key deadlines. Distribute grant application materials and supporting documents. Respond to applicant inquiries regarding application requirements, deadlines, and process. Organize grant submissions and print materials for Grants Committee review. Schedule grant review meetings and print agendas, scoring sheets, and meeting materials. Track committee scores and compile evaluation summaries for Director review. Maintain grant records, files, and databases. Track grant agreements, reporting deadlines, and final reports; send reminders and follow up with grantees as needed. Assist with preparing grant award agreements and other grant-related correspondence. Coordinate logistics and participant communications for grantee convenings, including registration, meeting materials, catering, room setup, and follow-up communications.
• Event Planning & Logistics: Support execution of the annual Faith & Action Spring Conference and Fall Event by: Working with the Event Assistant who will manage registration and attendee lists. Responding to participant questions coming from Eventbrite. Coordinating nametags, seating charts, and registration materials. Preparing event packets and resource materials. Assisting with speaker and sponsor logistics, such as hotel reservations or travel logistics. Coordinating volunteer schedules and assignments. Working with the Event Assistant to track RSVPs for sponsors, VIPs, and community (If RSVPs, etc. are coming through Eventbrite). Assisting with venue logistics and day-of-event coordination. Coordinating post-event evaluations and attendance reports. (Work with the Event Assistant to export the data to complete the reports).
• Communications & Database Management: Maintain and update mailing lists and contacts databases. Check Eventbrite and update the Director with registration numbers. Update contact information for nonprofit partners, advisory board members, and community organizations. Work with the Database and Prospect Research Manager to track event participation and engagement metrics.
• Faith Community Outreach: Build and maintain a database of congregations throughout Central Indiana. Contact churches to identify: Primary clergy contact, Executive pastor or administrator, Communications director, Person responsible for newsletters and bulletins, Social media contact. Update church contact information regularly. Track communication preferences for each congregation. Assist with distributing Faith & Action resources and event promotions to Faith Communities.
• Meeting & Project Support: Schedule meetings for advisory board, planning committees, and community partners. Print agendas, meeting packets, and presentation materials. Record meeting notes. Track project timelines and administrative tasks. Maintain organized electronic filing systems. Order office and event supplies. Assist with invoices, reimbursements, and basic budget tracking.
• Community & Partner Support: Maintain contact information for nonprofit partners and community leaders. Assist with scheduling partner meetings and site visits. Print welcome materials for new grantees and partners. Help coordinate networking events and learning opportunities. Track sponsorship and partnership communications.
• Data & Reporting: Maintain accurate attendance records for events and convenings. Compile registration reports and participation statistics. Assist in preparing grant and program reports. Track key project metrics and outcomes. Work with the Director and Communications team to organize photos, testimonials, and event documentation for future reports and communications.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED