Job Opening: Congregational Administrator

Open Position Posted: July 22, 2020

Position Title: Congregational Administrator

Reports To: Senior Minister

Status: Half-time Hourly (22 hours)

Start Date: August 10, 2020 (negotiable)

Application Deadline: August 5, 2020



The Congregational Administrator is the primary person responsible for ensuring that the business affairs of the congregation are conducted in an effective and ethical manner, is responsible for the smooth operation of the congregation’s facilities, and works collaboratively with other members of the Executive Staff and the Coordinating Team. The Congregational Administrator works with minimal supervision.


This position has five major areas of responsibility including Business Administration, Congregational Communications, Financial and Bookkeeping Support, Facilities Management, and Human Resources Management. Details of each follow.

Business Administration includes but not limited to the following:

  • Serves as a member of Coordinating Team (CT). This four-person team meets twice monthly to coordinate, integrate, and advocate the methods for accomplishing the congregation’s goals in accordance with the Board’s policies. Coordinating Team also has an annual retreat.
    • Works with the Head of CT to ensure that minutes and action items are captured promptly and accurately.
  • Compiles and produces two annual reports to the Board: the monitoring report due in November and the year-in-review report due in September.
  • Organizes and maintains all administrative and corporate files and records.
  • Researches and maintains all insurance coverage.
  • Reports all claims to insurance company and Worker’s Compensation.
  • Maintains certification of the church with the Unitarian Universalist Association.
  • Works with Technology Committee to ensure computer systems are maintained.
  • Serves as main point of contact for issues related to office management.
  • Maintains all legal requirements of the congregation’s nonprofit, tax-exempt status.
  • Provides administrative support to the Minister.
  • Participates in congregational and cluster leadership meetings as needed.

Congregational Communications includes but not limited to the following:

  • Compiles the weekly e-nuus,
  • Compiles and produces the monthly newsletter.
  • Weekly database updates and management.
  • Ensures the website is current.
  • Answers and responds to telephone and email inquiries.
  • Keeps UUA member information accurate.
  • Attends and takes minutes for the monthly Board meeting and the quarterly Council of Chairs meeting.
  • Provides administrative assistance for special congregational events and activities, such as (but not limited to) the annual pledge drive, congregational meetings, and Cabaret.
  • Assembles and prints the annual printed membership directory.

Financial and Bookkeeping Support responsibilities include

  • Enters transactions into online database and accounting systems
  • Maintains supporting documentation for income and expenses
  • Creates and distributes financial reports
  • Reconciles records between different systems
  • Coordinates with other staff and volunteers involved in financial management and oversight
  • Ensures confidentiality and safekeeping of financial and employment records

Facilities Management includes but not limited to:

  • Coordinates room scheduling for the congregation, including resolving schedule conflicts, and managing and updating the online room schedule.
  • Coordinates facility rentals, including overseeing rental contracts, scheduling rooms, and ensuring cleanup.
  • Oversees facility management of the campus.
  • Compares costs and monitors budget compliance on procurement of equipment and supplies.
  • Ensures protection of church property at all times.
  • Ensures procedures are in place for rapid response to emergencies relating to the church building and people on the grounds.
  • Ensures practices are in places for ongoing maintenance and repair of facilities and equipment; solicit bids when needed.
  • Serves as liaison between church and contractors and other agencies or individuals representing the church when work is performed on property.
  • Oversees maintenance, storage and procurement of church property.

Human Resources Management includes but not limited to:

  • Ensures that new employees complete required paperwork and receive required notices.
  • Ensures the congregation’s compliance with labor laws.
  • Ensures congregational compliance with requirements of our health and retirement plans.
  • Prepares, updates, and recommends human resource policies and procedures.
  • Ensures that background checks for staff and volunteers occur in compliance with congregational policies.


The ideal candidate will have:

  • Previous work experience providing office management under minimal supervision.
  • Proficiency with Microsoft Word, Gmail, and Dropbox.
  • Comfort with Zoom Meetings, Mailchimp, and WordPress.
  • Familiarity with Unitarian Universalism preferred.
  • Willingness to do work that ranges from the hands-on (bringing trash cans in from the curb) to the big picture (proposing policies).
  • Enthusiasm for attending to lots of tiny details.
  • Perfectionist tendencies.


This position requires the ability to regularly work in a second-floor office, accessible only by stairs.


This is a half-time (22 hours) hourly position that reports to the Minister. Pay is $22 an hour. Chalice UUC offers 50% contribution towards health insurance premiums, 5% toward retirement (after one year), and has generous paid time- off policies.

Work hours are Monday through Friday, 4 hours a day (to be determined) plus two hours variable. Periodic attendance (via zoom) at meetings and events outside regular work hours is required. There is minimal physical interaction with other people expected during the pandemic.

A criminal background check will be required.

How to Apply

Submit PDF version of the following via email to

  1. Cover letter
  2. Your resume.
  3. Three professional references. Include full name, address, phone, email and relationship.
  4. A narrative description of your qualifications for each of the five areas under “essential functions.” Please limit your response to two pages.

About Chalice Unitarian Universalist Congregation

Founded in 2000, Chalice UUC is a beacon of liberal religious values in North San Diego County. Our faith community of approximately 200 congregants affirms and promotes a vision of religious freedom, tolerance, and social justice. For more information on Chalice UUC, please visit our website.