Reports To: Senior Minister
Status: Half-time Hourly (26 hours)
Chalice Unitarian Universalist Congregation is a mid-size congregation with approximately 200 congregants. The Office Administrator position has a few weekly and monthly responsibilities, and then lots of other little tasks that need to be done occasionally and as-needed.
The Office 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 Office Administrator works under moderate supervision.
This position has five major areas of responsibility including Office Management, , Congregational Communications, Facilities Management, Congregational Communications, Financial and Bookkeeping Support, and Human Resources Management. Details of each follow.
Office Management includes but not limited to the following:
- Serves as a member of Coordinating Team. 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 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.
- 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.
- Answers and responds to telephone and email inquiries.
- As a follow up to Sunday mornings: sends welcome emails, makes nametags, and collects and distributes Sunday visitor information.
- 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.
- Provides administrative support to the Minister.
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.
Communication: Is able to deliver a message clearly, articulately and with appropriate emotion in a variety of settings, including in writing; demonstrates communication styles appropriate to the situation at hand; adjusts the message, without losing the essence of the message, depending upon the circumstance and the listener or reader;
Follow Through: Consistently attends to the many small pieces which must be assembled into an organized whole; follows up on missing or out of balance items; resolves unanswered questions needed to address a problem; keeps the larger picture in mind while tending to details.
Personal Resilience: Can effectively cope with change and uncertainty; can shift gears comfortably; can decide and act without having the total picture; isn’t upset when things are up in the air; can comfortably handle risk and uncertainty; is flexible.
Priority Setting: Spends his/her time and directs the time of others to what is important; quickly zones in on the critical issue, and ignores or minimizes distractions; can sense what will help or hinder accomplishing a goal; eliminates roadblocks; demonstrates focus.
Self-Development: Sets appropriate personal work objectives, measures own progress, identifies personal gaps in knowledge, understanding and skill; undertakes appropriate activities to develop needed skills; seeks regular feedback on performance; knows personal strengths and weaknesses, is sensitive to changing personal and organizational requirements and changes accordingly.
Leadership in Covenantal Community
Ethics and Values: Honors the core values and beliefs of the organization in his/her choice of behaviors; consistently embodies appropriate behavioral choices in both stressful and non-stressful situations; practices the behaviors he/she advocates to others.
Integrity and Trust: Is seen as trustworthy by others; practices direct, honest and transparent communication; keeps confidences; admits mistakes; doesn’t operate with hidden agendas; responds to situations with constancy and reliability.
Interpersonal Skills: Establishes good working relationships with all others who are relevant to the completion of work; works well with people at all levels of the congregation; builds appropriate rapport; considers the impact of his/her actions on others; uses diplomacy and tact; is approachable; avoids communication triangles.
Pastoral Care Support: Creates a spirit of openness that invites those who are spiritually or emotionally troubled to confide in her/him; demonstrates appropriate pastoral care boundaries; respects confidences; communicates with the minister about congregants’ pastoral care issues; encourages congregants to utilize the congregation’s pastoral care and conflict resolution resources, including utilizing the minister, lay chaplains, and the ombuds committee.
People/Volunteer Management: Provides direction, gains commitment, facilitates change and achieves results through the efficient, creative and responsible deployment of volunteers; engages people in their areas of giftedness and passion; creates a climate in which people want to do their best; motivates employees, volunteers and members; empowers others;
Self-Differentiation: Demonstrates strong and appropriate personal boundaries in relationships; has a healthy appreciation of self, without being egotistical; is emotionally mature; can maintain a non-anxious presence in the midst of turmoil; not overly dependent upon outside affirmation; works to build a strong personal support system.
The ideal candidate will have:
- Previous work experience providing office management under minimal supervision.
- Comfort with computers.
- 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.
SALARY, BENEFITS, AND HOURS
This is a half-time (26 hours) hourly position that reports to the Minister. Pay is $20 per 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 six hours variable. Periodic attendance at meetings and events outside regular work hours is required.
A criminal background check will be required.
How to Apply
We will accept applications through June 15. Please submit PDF version of the following via email to firstname.lastname@example.org:
- Cover letter
- Your resume.
- Three professional references. Include full name, address, phone, email and relationship.
- 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.