Bridging People and Possibilities  |  A Service of  Tyndale University College & Seminary

Administrative Assistant

Administrative Assistant

Company: Crossroads Prison Ministries Canada
Contact Person: Martie van Niekerk
1295 North Service Road
Burlington, Ontario , L7R 4W1
Phone: 289-861-1369
Position Description


Crossroads Prison Ministries Canada exists to connect prisoners with volunteers in Christ-centered, mentoring relationships through mail-based correspondence so that lives, prisons and churches all around the world can be transformed through the power of the Gospel.

This position is a thirty (30) hour workweek.



The Administrative Assistant is responsible for helping with the day-to-day operations of Crossroads Canada and the general administration required to smoothly run this mail-based correspondence ministry. The assistant must be comfortable working in a fast paced environment and interacting with ministry partners, donors, instructors and chaplains effectively and diplomatically.



To undertake various administrative tasks to advance the organization, ensuring that all day-to-day matters are carried out with the highest level of professionalism and integrity.



Reporting to the President, the Administrative Assistant’s responsibilities include:

Customer Service

  • Greeting guests/volunteers at the office, answering telephone and effectively dealing with inquiries.
  • Preparing and processing new enrollment packages, new orders, student mailings, and communications with prison chaplains.
  • Preparing and mailing weekly student certificates, including relevant books, congratulatory letters and courses.
  • Processing returned mail from institutions and updating databases.
  • Processing of score reports.
  • Mailing of “Haven’t Heard” letters to students.
  • Ensuring postage is managed and maintained to prevent delays.
  • Monitoring and ordering office supplies as needed.
  • Ensuring equipment contracts are signed.
  • Report and manage equipment repairs, contact the landlord for repairs.
  • Maintain meeting rooms, storage areas and lunchroom in good order.

Record Keeping and Preparation of Materials

  • Daily updating of student information in database ensuring all institution, mentor and student profiles are up to date.
  • Weekly updating of score reports and graduation information in database.
  • Collecting monthly statistics and providing reports .
  • Assisting in preparing materials as required.
  • Undertaking research as assigned.
  • Opening and distributing mail.

Building and Support of Chaplain Relationships & Publications

  • Maintaining and updating information in database to ensure all institution and chaplain information is up to date.
  • Respond and maintain all chaplain communications and orders.
  • Monitoring and ordering Bibles and resources as needed.
  • Managing and shipping of institution orders.
  • Relationship building with current and potential chaplains through phone calls and visitations.



  • Adheres to the organizational policies and procedures of Crossroads Canada.
  • Maintains documentation and records in accordance with established procedures.
  • Completes monthly service statistics.
  • Participates in staff and service meetings as required.
  • Participates in relevant in-service training/conferences/seminars and workshops for the purpose of professional development within service plan goals and financial limits.
  • Participates in the setting and implementation of organizational and individual goals and objectives.
  • Quarterly pickup of resources at Christian Reformed Church office.
  • Other duties as assigned.




  • A follower of Jesus Christ who has a passion to help prisoners grow in their relationship with   Jesus Christ.
  • A person who wholeheartedly subscribes to Crossroads Canada’s vision, values and goals.
  • A love for Bible-based ministry in Canadian prisons.
  • A person who is culturally, economically and environmentally sensitive.

Interpersonal Skills and Personal Attributes

  • Understand importance of and strongly committed to confidentiality.
  • Strong team member with proven ability to work collaboratively with management and staff, and others inside and outside of the organization.           
  • Able to prioritize, work on multiple projects and meet deadlines in a timely and efficient manner in a busy environment.
  • Self-motivated, responsible, and a good self-starter.
  • Consistently reliable with ability to take initiative, define problems and recommend/implement practical solutions.
  • Flexible and adaptable to changing conditions and varied work assignments.



  • Formal knowledge and proven ability to undertake general administration, particularly in a non-profit setting.
  • Proficient in database management, use of Word, Outlook, Publisher, Excel, PowerPoint, etc.
  • Good communication and customer service skills, both oral and written, in English.
  • Ability to work from Crossroads Canada’s Burlington office.
  • Must have valid driver’s license and access to use of a vehicle for occasional travel.


Posted: June 19, 2017  |  Expires: July 31, 2017
Posted Under: Administration
Career ID: [ 4171 ]