Office Administrator

PURPOSE

To support the mission of the Church by assisting the pastors and staff in fulfilling their ministry responsibilities through providing administrative and discipleship support and maximum service to the BUMC family and visitors. This role encompasses the face of Birmingham UMC and therefore we are looking for a warm, welcoming, enthusiastic candidate to fill this position.

QUALIFICATIONS

The Office Administrator should possess strong administrative skills with proven experience in organization, time management, and productivity. This role requires the ability to prioritize tasks, manage multiple projects at once, and maintain a high level of accuracy and confidentiality. Candidates should be proficient in Realm (ACS), Microsoft Office programs, and Google Drive, as well as have some experience using the CRM tools. In addition, the candidate must be comfortable learning and managing new software or tools, as needed, such as Planning Center. The ideal candidate will demonstrate excellent communication and interpersonal skills, as well as the ability to work well with staff, church members, visitors, and volunteers. This candidate should encompass the ability to anticipate needs, follow directions, and take initiative. The ideal candidate would be warm, welcoming, and professional, with a service-minded attitude and the ability to work both independently and collaboratively.

REPORTING STRUCTURE & SCHEDULE

The Office Administrator will report to the Senior Pastor.

30 Hours Per Week, Monday-Thursday

RESPONSIBILITIES

• Provide administrative support and assistance to the Senior Pastor and Associate Pastor
• Maintain confidential information related to the church, pastors, and congregants
• Maintain and update contact lists of visitors, members and regular attendees to ensure each group receives proper communication.
• Coordinate follow-up with appropriate staff of new members or visitors, i.e., connect young families with children’s director, youth families with youth director etc.
• Ensure every new visitor receives a follow-up with helpful and appropriate information pertaining to our church.
• Ensure New Member Welcome Packet is Updated
• Ensure each new member receives a welcome packet with helpful and appropriate information on our church as well as ways to get plugged into the ministries provided at BUMC.
• Update Membership Records:
  • Update records and donor profiles with new information
  • Enter pew pad children’s attendance each week and prepare necessary reports

• Attend and Participate in Weekly Staff Meetings
• Come prepared to report to staff members regarding new members, visitors, or information applicable to the church regarding those in the community that need support from the church or prayer.
• Update staff on any action items from the last meeting
• Update staff on registration for current events and sign-ups for volunteer and/ or supply needs etc.
• Take notes for the pastors and ensure follow up with them regarding calendaring or tasks needed from them during staff meetings.
• Coordinate Staff Communication for Membership Sunday (Members Matters Sunday)
• Manage church calendar
• Schedule Meetings, events, room assignments – Approve, Manage and Utilize church Software to maximize potential so all church staff or approved volunteers can make requests for events, meetings etc. in one online space.
• Send out Zoom notifications for all committee meetings as needed, and ensure the OWL Camera and designated laptop are charged and available, if needed.
• Manage over-site for projects in the pipeline and assist in collaborating with the staff to ensure projects are completed on time and deadlines are being met.
• Manage office volunteers and office flow, while keeping the office neat and orderly.
• Children’s Director Support: Assist with preparation of Sunday Children’s Services and Special Events, i.e., Event Registration, Sign-Up Genius for Volunteers or Supply Needs etc.
• Youth Director Support: Assist with preparation for Weekly Youth Services and Special Events i.e., Event Registration, Sign-Up Genius for Volunteers, Supply Needs, and Weekly Meals etc.

• Answer phones and Return Messages
• Greet and Assist Visitors
• Meet with contractors in the instance that members from Facilities team or our Facility Staff are unavailable. Check in with facility and maintenance staff members to go over needs.
• Print bulletins for church services
• Create Key Fobs, as needed, for approved staff and volunteers
• Ensure maintenance of office equipment (copier, postage meter, folder etc.)
• Create distribution lists for Gmail for church committees etc.
• Check mail daily
• Send out sympathy emails to church email distribution, as needed.
• Coordinate and Communicate the cleaning schedule with the cleaners
• Schedule annual inspections for elevators, fire sprinklers, and fire extinguishers (including extinguishers in the church vans)
• Unlock and lock the prayer room each day
• Work with Congregational Care and Other Volunteers:
  • Coordinate Baptisms, Including Baptism Gifts and Certification
  • Initial Point of Contact to coordinate and oversee Weddings and Funerals; Including immediate needs for Congregational Care Involvement
  • Coordinate Volunteer and Employee Background Checks

• Assist in preparation of Church Reports
• NGUMC – Charge Conference and End of Year Reports
• Vital Signs

We appreciate your interest in employment at Birmingham United Methodist Church in Milton, Georgia!

We look forward to learning more about how we can work together to serve the community and the church!