Armed Forces & Federal Ministries Associate

Job DescriptionJob Description

Area Function

On behalf of the Presiding Bishop, the Bishop Suffragan for the Armed Forces and Federal Ministries (Bishop for the Armed Forces/BAFFM) is responsible for the administrative and pastoral support of Episcopal Chaplains and lay religious leaders in the Military, VA Hospitals, Board Certified Chaplains, and other Federal entities (Bureau of Prisons, Civil Air Patrol, Department of Defense (DoD) Ecclesiastical Endorser for the Episcopal Church. This episcopacy is responsible for recruitment and endorsement of Episcopal priests seeking employment as Federal/DoD chaplains. It is also responsible for continued training, guidance, support, and spiritual growth of chaplains in its care.

Job Summary

The Associate supports the mission of the episcopacy ensuring all records are current, especially data on current and potential chaplains, maintains the Bishop's and AFFM Calendar, prepares and coordinates all travel, works with the Canon to plan the annual training for chaplains, and submits expense reporting to DFMS headquarters. Additionally, the Associate manages all day-to-day office functions and communications and manages facility needs with the Cathedral Staff.

Reporting Relationships

The Associate to the Bishop reports directly to the Canon to the Bishop and supports the work of the Bishop for the Armed Forces. When the Bishop for the Armed Forces is on travel or unavailable, the Canon to the Bishop assumes responsibility for the operations and official communications from the office of Armed Forces and Federal Ministries.

Duties & Essential Job Functions

General Office Management: Assists callers, sorts mail, replenishes office supplies, maintains office equipment, maintains records, responds to emails, general office correspondence.

Communications: Maintains and tracks Bishop's correspondence; maintains the office and travel calendar, works with the communications team to update the website, and assists with social media and communications with the national Church Center.

Financial Responsibilities: Prepares and submits check requests and travel expenses; reports; tracks operating and discretionary expenses and income; reconciles credit card statements against receipts.

Travel: Books travel for the Bishop, Canon, chaplains, and others as needed; books lodging; prepares trip itinerary and schedule; coordinates travel to military installations with episcopal chaplains; sends customary and appropriate DoD credential paperwork ahead of all visits.

Chaplain Data Base: Maintains and keeps current chaplain information in Salesforce; tracks statistical data and files necessary reports, maintains records and updates records from bi-annual reports and regular communications with chaplains. Runs the bi-annual reporting process through Formstack.

Chaplain Candidates: Makes travel arrangements as necessary; prepares and sends endorsement forms; prepares and disseminates Chaplain Candidate packages to Chaplain Selection Committee members; works with the Canon to guide candidates through the application process.

Support Recruiting Efforts: Supports the Canon in data management of potential chaplains.

Chaplain Training Symposium: Assists the Canon in administrative preparations, registrations, and on-site conference support. Manages participant evaluations.

Other Functions And Responsibilities

Maintains BAFFM records and holdings with the Episcopal Church Archives; maintains accurate list of current and retired chaplains for Church Pension Fund.

Other duties as assigned.

Qualifications

The Associate to the Bishop is responsible for the overall tone of initial contact with AFFM, as the "first face" of the episcopacy. This individual must be a self-starter, able to respond with flexibility, and sound judgment in support of the bishop, who is often supporting chaplains away from the office. Superior communication and organizational skills are key. Fluency in office technology is essential and familiarity with both The Episcopal Church and the Military are preferred.

Required

• A Minimum of an Associate's Degree
• 5 or more years in office management/Executive Assistant Experience
• Working knowledge of Current Microsoft office management programs (Word, Excel, Teams, Publisher) and Salesforce
• 3-5 years' experience in office budget management, including bill reconciliation and expense reports and financial statements
• Military experience preferred, either as a service member or as a DoD employee; knowledge of military protocol
• Attention to detail
• Good communications skills both writing and speaking; Ability to write business and official correspondence and to speak in public
• Knowledge and competence in social media platforms

Preferred

• Familiarity with the Episcopal Church, its polity, and protocol
• Professional level experience
• Ability to work as a member of a collaborative team
• Military experience, either as a service member or as a DoD employee

Work Environment

The Office of Bishop for the Armed Forces/BAFFM is a small staff with four employees. We have a collaborative working environment that requires confidentiality, as pastoral concerns often are in regard to sensitive issues. The work environment demands all employees demonstrate a high level of respect, dignity, attention to protocol as well as a sense of humor.

The Domestic and Foreign Missionary Society has worked hard to foster a work environment that is achievement-oriented, self-actualizing, encouraging and affirmative of the value of both Society colleagues and our customers. Every employee of the Society is valued for how work is done as well as what work is done.

• Work is done primarily in an office environment.
• Must be willing and able to work some non-traditional hours.
• Occasional travel is required.

The Episcopal Church Center is an equal opportunity employer and we actively seek qualified candidates from protected groups as defined under Federal and New York State laws as well as General Convention resolutions. We do not discriminate in employment decisions on the basis of race, color, ethnicity, national origin, sex, sexual orientation, age, disability, marital or military veteran status.