Job Details

Requisition Number 18-0048
Post Date 10/4/2018
Title Administrative Assistant, Ministry to the Armed Forces (MAF)
Organization The Lutheran Church--Missouri Synod
Job Grade 14
City St. Louis
State MO
FT/PT Full Time

Organization Profile

In grateful response to God’s grace and empowered by the Holy Spirit through Word and Sacraments, the mission of The Lutheran Church – Missouri Synod is vigorously to make known the love of Christ by word and deed within our churches, communities, and the world. 

The Office of International Mission, which relates to the Board for International Mission and implements its policies, is responsible to the President of the Synod through the Chief Mission Officer for the work of the Synod in foreign countries as stated in the Bylaws.


Reporting Relationships

  • Reports to the executive leader of the Office of International Mission.
  • Reports to the Director for Ministry to the Armed Forces (MAF).
  • Report to Assistant Director for Ministry to the Armed Forces (MAF).
  • Interacts with staff members in the Office of National Mission and the Office of International Mission.
  • Work relationships will also include other departments of the Synod, entities and partners as they relate to specific programs and projects.
  • The position relates and provides all administrative and coordinative support to the staff of the Ministry including the Operation Barnabas Program.


Essential Job Functions

  • Provide all administrative support to the MAF staff, the MAF Committee, and extending to Operation Barnabas in all matters pertaining to the department.
  • Monitor and coordinate the administration of all chaplain placement and personnel matters, and manages all aspects of the MAF office that do not require the decisions and/or approval of the Director of MAF.
  • Prepare and forward to the appropriate Offices of the Department of Defense and all necessary documentation regarding the ecclesiastical endorsement of LCMS clergy as chaplains.
  • Manage the daily demands of the Director’s office by providing all aspects of administrative and secretarial support to the Director, including all Microsoft Program support (Excel, PowerPoint, database management, all correspondence and reports).
  • Coordinate with the LCMS Communications to update website information, Social Media, direct mail, MAF Sunday material, and communication pieces in the Lutheran Witness, Reporter and Engage Magazine.
  • Provide all necessary information in response to written and telephone inquiries regarding the chaplaincy in the military, Civil Air Patrol, as well as other MAF related matters.
  • Coordinate with the Operation Barnabas project manager to ensure updated and accurate rosters of Operation Barnabas congregations and chapters.
  • Manage the maintenance of all LCMS chaplain personnel files (both computerized and hard copy) and rosters and report to the Assistant Director any delinquent chaplains who have not submitted their required reports to MAF.
  • Prepare all necessary support materials for annual chaplain training seminars.   Receive, review, organize and forward to Director for approval all chaplain travel vouchers in support of such seminars or other related MAF activities.
  • Coordinate all details of the Ministry by Mail Program to include coordination with Concordia Publishing House personnel that all service members on the Ministry by Mail receive the military issue of Portals of Prayer and all other correspondence from the MAF office; and the bill receiving and paying.
  • Coordinate, sustain, and mail the initial packets to new military personnel to be added to the Ministry by Mail listing and maintains the mailing list with Concordia Publishing House.
  • Create and maintain the distribution list as well as provide content for the quarterly newsletter “Pass In Review” to all LCMS Chaplains (active, retired, reserve, guard, Civil Air Patrol and Chaplain Candidates)
  • Serve as the initial contact for MAF and screen all written, telephone, social media, and e-mail communication to MAF.
  • Comply with revisions made to this job description in consultation with supervisor and Department Executive Director.
  • Perform additional duties as directed by the leadership of the Office of International Mission.

Education and Experience

  • High school diploma or equivalent, with experience in administrative position.
  • Possess significant knowledge of military organizations, operations, and terminology or expresses a high degree of willingness to learn in these areas.   Military service preferred.


Competencies (Knowledge, Skills and Abilities)

  • A self-starter, self-disciplined and able to organize and administer multiple tasks with minimal direct supervision.
  • Demonstrated relational skills, has an outgoing personality and can collaborate with people in various levels of the church or the government.  Ability to interact with a variety of individuals with divergent personalities and support requirements, and maintains positive working relationships.
  • Possesses the ability to exercise discretion and good judgment in confidential matters and to work cooperatively with other members of a team.
  • Good command of proper English usage and spelling.
  • Is proficient in office and administrative skills, including various aspects of Microsoft Office Suite Products.
  • Demonstrates the ability to work under pressure and respond to deadlines.
  • Maintain and increase professional understanding of the organizational structure and function of the military chaplaincies and The Lutheran Church—Missouri Synod with an understanding of and commitment to their goals and objectives.


Supervisory Responsibility

  • None.
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