Responsibility Statement:  It is the primary responsibility of the Staff care assistant to assist the staff care director in the administrative activities of the staff care division. This will include facilitating recruiting calls and meetings, understanding and owning our HR software — Paycom, facilitating events such as orientation and staff meetings, coordinating work teams, conducting trainings, etc.

Key Result Areas:

Paycom: The staff care assistant is largely responsible for maintain NHM’s Paycom account. The individual details are outlined below.

1. Job Listings: Whenever a department notifies Staff Care of a job opening, it is the staff care assistant’s responsibility make sure it is listed on Paycom along with the appropriate workflow.
2. Recruiting workflows: Whenever a job is listed, make sure to edit the workflow to include each person that needs to be involved in the conversation. Once, there is a candidate, the staff care assistant makes sure that the workflow is followed, and all steps are performed in sequence.
3. Everyday questions: The staff care assistant will receive numerous questions concerning the use of Paycom. It is this person’s responsibility to make sure those questions are resolved.
4. Evaluations: The staff care assistant is responsible to maintain the evaluations section of Paycom. A lot of valuable information is gathered and can be used to better lead NHM. Make sure to familiarize yourself with the evaluations and manage them well for NHM.
5. Maximizing Paycom: Paycom software continues to evolve, and more features get added. Make sure that are very familiar with all its functions and be available to utilize the features whenever applicable.

Events: The staff care assistant is responsible to maintain our regularly scheduled staff events calendar and ensure that these events happen when they’re supposed to. The staff care assistant will collaborate with the staff care director, the executive director, and all other relevant staff to facilitate this.

1. Orientation: The staff care assistant is responsible to create the roster and schedule for orientation. Orientation happens every four months. Please have this schedule done at least 2 weeks in advance so that everyone involved has adequate time to prepare. The events coordinator takes care of set-up and the food but will take his/her cues from the staff care assistant.
2. Leadership orientation: Leadership orientation happens every four months as well, usually a few weeks after orientation. Once again it is the responsibility of the staff care assistant to create the roster and the schedule. The staff care assistant will communicate with relevant leaders to identify who the attendees shall be and with the staff care director and the executive director to make sure the schedule is adequate.
3. Staff meeting: Staff meeting happens most Tuesday mornings from 8:15 to 9:15. It is the responsibility of the staff care assistant to coordinate with staff members to bring a thought of the day and lead the prayer time.
4. Global leadership summit: The Global leadership Summit happens every August. The staff care assistant, along with the staff care director and executive director, will make sure this event is attended and will create a schedule for a future one-day event with NHM’s frontline leaders. This schedule is usually a compilation of the best talks of the 2-day national event. The staff care assistant will facilitate the day and make sure to communicate with the events coordinator for set-up and food etc. He/she may find another team member to moderate the day.
5. Alive at 25: Yearly the staff care assistant will arrange a training for the “Alive at 25” driving course. This course is for our vs dorms and any other young staff we have that drive our vehicles.
6. Trainings: The staff care assistant is responsible to maintain a schedule of trainings that happen throughout NHM and ensure that these trainings are happening. Sometimes the staff care assistant is the presenter and other times he/she may find someone else to do them.

Recruiting: The staff care assistant is responsible for the following.

1. Virtuous staff lead dashboard: The staff care assistant is responsible to maintain the recruiter dashboard on our donor management software- Virtuous. After the marketing department drops new ministry staff leads into this dashboard, the staff care assistant will make contact with the leads and get them any information he/she needs.
2. Staff needs list: Whenever any of our divisions needs new staff, they will contact the staff care department. The staff care assistant will maintain the staff needs list and keep it current.
3. Interviews- Whenever a ministry application is submitted, the staff care assistant will facilitate interviews with the relevant department heads. Often this starts with an interview and progresses to a weekend visit by the applicant. The staff care assistant arranges schedules- tours, lodging, and the interview processes, including relevant supervisors. Depending on the position being recruited for, the staff care assistant may be asked to complete all the interview steps personally. The staff care assistant should attend every interview until we hire a new staff person.
4. References: After the initial interview, the staff care assistant will make sure that references are called in a timely manner. Sometimes the staff care assistant will personally do the references and at other times he/she will make sure that the relevant department heads make the reference calls.
5. Housing: At times our ministry hires relocate from other areas. The staff care assistant will help facilitate housing for these staff members. Sometimes this includes communicating with NHM management for NHM houses and other times it includes making contact with local property management companies, etc. There’s no hard and fast way of doing this, you largely are available to help wherever you’re needed.
6. Staff presentations at other locations: At times the staff care assistant may be asked to give recruiting presentations at other locations. These opportunities should usually be seized as great opportunities to recruit future staff.
7. Onboarding: Once a new hire is made, the staff care assistant will make sure all relevant documents are prepared and that the new hire is onboarded well.

Work groups: Each summer NHM has several youth group work teams to help stay on top of the projects around the ministry. The staff care assistant will help facilitate these groups. Initially, he/she will schedule the teams and connect with the leaders. Typically, there’s a meeting with relevant NHM staff a few weeks prior the group’s arrival. Once they arrive the staff care assistant, or another staff member the staff care assistant has arranged, will meet the group and make sure they’re comfortable. Then the staff care assistant will stay in touch throughout their work time, typically this includes checking in with the leader, communicating any schedule changes, and coordinating input times from NHM ministry staff. The staff care assistant should always view these work teams as potential staff and see them as a great recruiting opportunity.

There is no way to list all the possible tasks the staff care assistant may be asked to be involved with. It is important that this person remains flexible and willing to engage wherever need.

Desired Skills & Qualifications:

The staff care assistant should be a task-oriented person who enjoys organization and managing somewhat repetitive tasks and events. He/she will need to become proficient in various computer software applications. While this position doesn’t require an extrovert, the staff care assistant should enjoy human interaction.