Position Summary: The Office Administrator oversees and carries out the day-to-day operations of the Meeting House and Church Office and provides operational support to members and church staff, including the minister. The administrator also helps to maintain a welcoming environment for all church constituents…members, visitors, renters, and the public. The Administrator supervises the Sexton of the Meeting House. The administrator participates in meetings of the Board of Directors as a non-voting member.
Principle Duties and Responsibilities:
Basic Administrative/Management Work -
• Coordinate with the minister regarding the appropriateness / priority of requests from church leaders for use of time.
• Meet with the minister at least weekly to discuss priorities and related business.
• Answer telephone cordially and take phone messages accurately.
• Answer questions about church programs and refer callers and visitors appropriately when necessary.
• Conduct business in a friendly and professional manner.
• Effectively handle routine administrative tasks.
• Order office, kitchen, and custodial supplies as needed.
• Assist minister and other staff with office tasks as needed.
• Work as needed with the minister, guest speakers, staff, and church members on information related to the weekly church services, programs and announcements, and church newsletters.
• Create member nametags
• Produce weekly Sunday bulletins and inserts in coordination with the minister.
• Maintain and update online calendar, office calendar, and create monthly calendar for the Meeting House News.
• Work with Church Committees on events and fundraisers as needed.
• Communicate with wedding couples to schedule and reserve Meeting House space. If Senior Minister is unavailable to officiate, provide couples with list of UUMH wedding chaplains. Arrange for Meeting House reps for large weddings.
• Help to facilitate payroll
• Prepare and make deposits for Operating Account.
• Enter church collections, pledge payments and other donations into the Church financial database.
• Generate donations reports and thank you letters.
• Work with Treasurer to produce checks.
• Coordinate with board and staff on matters of church safety.
• Manage and track key distribution.
• Work with the Events Committee to schedule and facilitate building rentals/contracts including:
• Explaining the church rental policies, showing the building to potential renters, schedulingevents, and collecting rental fees.
•Coordinate with the Building and Grounds Team and/or church sexton, if required, regarding upcoming church events.
• Pick up, open, distribute, and respond to church mail.
• Prepare outgoing mail daily.
• Finalize correspondence for ministers and members of the Board of Trustees.
• Send out notices to Board Members, church leaders and members through mailings and weekly mass emails.
• Check and respond daily to Meeting House e-mails or forward to the appropriate person.
Database and Records Management -
• Coordinate with staff and teams on data to be entered into and maintained in the church database. Maintain church databases and update, at least weekly, changes in church membership.
• Prepare regular formatted reports based on queries of the church databases as requested by the Board and minister.
• Maintain list of current Board members and committee in the office, with contact
• Maintain church email lists.
• Maintain record copies of key meeting minutes.
• Maintain list of building renters and contact information.
• Handle data and records in a manner that protects the confidentiality of church information and that of its staff, church leaders and members.
• Count and record Sunday attendance weekly
• Set tasks and priorities for Meeting House Sexton and ensure satisfactory completion of tasks.
• Provide any needed support to Sexton and conduct an annual employment review.
• Supervise food pantry volunteers to ensure the free food pantry is well stocked.
• Communicate with the congregation about donations needed for the food pantry.
• Establish and implement clear guidelines for office management. The guidelines must be clear and sufficiently detailed that a volunteer can work effectively in the administrator’s absence.
• Work with volunteers to delegate responsibilities and create involvement in an effort to build church community.
• Be present or ensure a replacement is present during posted church office hours and/or as agreed to by the Senior Minister. Make arrangements for essential tasks to be carried out during scheduled time off.
• Maintain confidentiality.
Hours: Hours of employment for the Office Administrator are generally Monday through Thursday 9am-4pm and Sunday 9am-1pm (as well as monthly board meetings as scheduled). There is the potential for some scheduling flexibility.
Salary: $28,000 - $32,000 per year, commensurate with experience, payable at regular payroll periods.
Health insurance is available to the Office Administrator through the UUA. Under the UUA plan, the Board of Directors will pay 80% of the individual’s premium cost upon completion of 90 days successful employment. The remaining 20% will be deducted from the individual’s salary. If the employee chooses not to obtain health insurance, no salary remuneration will be provided to offset this benefit.
The UU Meeting House will contribute to the Office Administrator’s UUA Retirement Plan. The UUMH will contribute an amount equal to 10% of the Administrator’s Salary annually, deposited into the UUA Retirement Account monthly.
Vacation—The employee shall be entitled to a yearly vacation of 64 hours after six months of employment and 96 hours after two years employment. Vacation time must be approved in advance by the Senior Minister.
Sick Time—Employee will be granted up to 12 paid sick days per year. These can be accumulated and used to cover illness of the employee or an immediate family member or for medical appointments. Sick time can be carried forward for up to 6 days. Sick time is not reimbursable upon termination.
When the Office Administrator must be absent from work he or she must notify the Senior Minister (or in his/her absence, the President of the Board), stating the reason for absence. If there is an emergency in which the employee is not able to call ahead of time, he or she must call as soon as possible thereafter.
Bereavement—Four paid Bereavement days are allowed per year. Bereavement time off for the death of a family member or other significant personal relationship may be granted at the discretion of the Minister.
Holidays—Regular employees receive ten paid holidays (9 scheduled, 1 floating) during the calendar year. Employees will be compensated for holidays based on the number of hours worked per day.
Typically, the holidays are:
January- New Year’s Day
January- Martin Luther King’s Birthday
February- President’s Day
May- Memorial Day
July- Independence Day (July 4th)
September- Labor Day
October- Columbus Day
December- Christmas Day
To enquire about this job, please email: firstname.lastname@example.org