ADMINISTRATIVE SPECIALIST WORSHIP ARTS

St Luke’s UMC; Indianapolis (IN); On-site; USD 50,000 - 54,000; Full time

Benefits offered by this job

403(b)

Flexible spending account

Health insurance

Health savings account

Paid time off

Vision insurance

Job summary

St Luke’s UMC in Indianapolis is seeking an Administrative Specialist for Worship Arts to serve as the central administrative hub across Traditional, Contemporary, and Technical Arts. You will manage calendars, schedules, resources, and communications to ensure smooth worship services and events.

The role requires strong organizational and relational skills, collaboration with clergy and volunteers, and the ability to coordinate across campuses and ministries.

Qualifications

• Strong administrative and organizational skills with detail orientation.
• Excellent written and verbal communication.
• Experience coordinating volunteers and staff across multiple worship ministries.
• Familiarity with worship music or production environments is helpful.

Responsibilities

• Maintain the Worship Arts calendar and coordinate schedules, rehearsals, services, events, and logistics.
• Serve as primary administrator of Planning Center Online, managing service plans, templates, teams, and schedules.
• Coordinate music, liturgy, and tech requirements for worship services and events.
• Support budgeting, purchasing, invoices, and vendor coordination with Finance and HR.

Skills

Administrative

Organizational

Project management

Communication

Collaboration

Problem solving

Confidentiality

Volunteer coordination

Education

Bachelor's degree or equivalent

Tools

Planning Center Online

ProPresenter

Job description

Salary Range: $50,000.00 To $54,000.00 Annually

ADMINISTRATIVE SPECIALIST WORSHIP ARTS

Reports to : Designated Directors of Worship Arts

• 403(b)
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Schedule:

• Full-time, in-office role, Sunday + 4 Week Days
• Flexibility required for occasional evening, weekend, and special event responsibilities
• Attend and actively participate in team meetings
• Attend weekly Staff Chapel
• Participate in key church-wide initiatives and events

Ability to Commute: Indianapolis, IN 46260 (Required)

Ability to Relocate: Indianapolis, IN 46260: Relocate before starting work (Required)

ORGANIZATIONAL OVERVIEW

At St. Luke’s United Methodist Church, we are an open community of Christians helping people find and give hope through Jesus Christ. We are committed to our community on the northside of Indianapolis and have seen our reach grow regionally and beyond through our digital presence. With a membership of over 6,000 we are the largest United Methodist Church (UMC) in Indiana and one of the largest in the U.S.

People are attracted to St. Luke’s for our values: Our commitment to live the mission of the UMC, “To make disciples of Jesus Christ for the transformation of the world” and living the Christian faith in a way that is open to everyone - regardless of their gender, race, ethnicity, sexual orientation, nationality, disability, or socioeconomic background. As a church we are working to ensure that our congregation and its leadership represent the diversity of the community in which we are located. We are dedicated to including women, people of color, and LGBTQ+ as staff and in positions of leadership and decision making.

POSITION OVERVIEW

The Administrative Specialist, Worship Arts serves as an operational and administrative hub of the Worship Arts ministry at St. Luke's, providing support across Traditional Worship, Contemporary Worship, and Technical Arts, while providing support to other St. Luke's campuses and worship ministries as assigned by the Directors of Worship Arts. This position helps transform ministry vision and creative ideas into well-organized, executable plans. The Administrative Specialist ensures schedules are communicated, people are prepared, systems are current, resources are available, deadlines are met, and details are carried through from initial planning to worship execution.

Working collaboratively with worship directors, clergy, musicians, choir members, technical staff, contractors, and volunteers, the Administrative Specialist creates systems and communication that allow ministry leaders to focus on spiritual leadership, creativity, people, and worship. The ideal candidate is highly organized, proactive, relational, adaptable, and energized by making complex ministry environments work well behind the scenes.

RESPONSIBILITIES

Worship Arts Operations and Planning

• Serve as the central administrative and operational resource for Worship Arts, supporting Traditional Worship, Contemporary Worship, Technical Arts, and other St. Luke’s worship ministries and campuses as assigned.
• Maintain the comprehensive Worship Arts calendar and coordinate schedules, rehearsals, services, concerts, events, recording needs, spaces, and other ministry activities.
• Coordinate project plans, timelines, deliverables, responsibilities, and logistics for weekly worship and major initiatives, including Advent, Christmas, Lent, Holy Week, Easter, concerts, worship nights, and other special services.
• Serve as a primary administrator of Planning Center Online, maintaining service plans, templates, teams, schedules, volunteer information, and departmental workflows.
• Coordinate weekly worship information and resources, including music, liturgy, Scripture, special elements, guest participants, announcements, graphics, video, presentation materials, and technical requirements.
• Coordinate service and production details across Worship Arts, including rehearsals, call times, production assets, run-of-show information, visual and environmental elements, and communication of changes.
• Coordinate worship logistics for Communion, recognition Sundays, guest artists, seasonal worship elements, and other special moments, including necessary supplies, volunteers, setup, and preparation.
• Anticipate scheduling conflicts, resource needs, missing information, and other potential issues and work proactively with ministry partners to resolve them.

Choirs, Musicians, Technical Arts, and Volunteers

• Provide administrative support to the Directors of Traditional Worship, Contemporary Worship, and Technical Arts and their respective choirs, ensembles, musicians, contractors, and volunteer teams.
• Maintain accurate participant, volunteer, and contractor records, including rosters, contact information, attendance, availability, schedules, contracts, and required documentation.
• Coordinate participation, scheduling, and communication for choirs, musicians, accompanists, section and vocal leaders, instrumentalists, guest musicians, contractors, and Technical Arts volunteers for worship services, rehearsals, concerts, and special events.
• Ensure Worship Arts participants have timely access to schedules, sheet music, rehearsal tracks, recordings, Planning Center resources, service information, and other materials needed to serve effectively.
• Maintain Worship Arts music libraries, rehearsal resources, digital assets, departmental archives, and other physical and digital resources.
• Coordinate music ordering, copyright licenses, permissions, and appropriate licensing for live, streamed, recorded, and special-event music usage.
• Support the recruitment, onboarding, scheduling, training, development, and retention of Worship Arts volunteers, partnering with Worship Arts Directors to identify needs and create a welcoming and well-supported volunteer experience.

Communications and Administration

• Serve as a communication bridge between Worship Arts, clergy, Communications, Facilities, Finance, and other ministry partners, ensuring information is accurate, timely, and accessible.
• Coordinate Worship Arts information needed for bulletins, digital communications, websites, promotional materials, and other church communications.
• Maintain organized departmental records, shared drives, templates, service documents, contracts, filing systems, and documented workflows to support continuity and effective collaboration.
• Prepare meeting agendas, document decisions and action items, and provide appropriate follow-up to support department priorities.

Financial and Resource Management

• Support Worship Arts Directors with departmental budget tracking, monthly review, reconciliation, and stewardship of ministry resources.
• Process and maintain documentation for purchases, invoices, check requests, reimbursements, contracts, contractor payments, and other financial transactions in coordination with Finance and HR.
• Coordinate vendors, quotes, purchasing, supplies, inventories, and other departmental resource needs.

Staff and Ministry Collaboration

• Participate actively in Worship Arts meetings, staff meetings, staff chapel , and other church-wide gatherings as appropriate.
• Build collaborative relationships across departments, campuses, and worship expressions and provide administrative and operational support where assigned.
• Maintain confidentiality and exercise appropriate discretion regarding personnel, financial, volunteer, and ministry matters.
• Demonstrate flexibility during significant worship seasons and assist where needed to accomplish shared ministry goals.
• Support the mission, theology, and inclusive values of St. Luke’s United Methodist Church and The United Methodist Church.
• Perform other duties as assigned in support of the overall worship and ministry life of St. Luke’s.

QUALIFICATIONS

Demonstrate passion about the Christian faith, actively seek to grow in personal relationship with God, and be committed to the mission and purpose of St. Luke’s.

• Strong administrative, organizational, and project-management skills, with exceptional attention to detail and the ability to manage multiple projects, deadlines, and competing priorities simultaneously.
• Excellent written and verbal communication skills.
• Demonstrated ability to work collaboratively with clergy, staff, musicians, choir members, technical professionals, volunteers, and contractors.
• Experience with Planning Center Online preferred; ability and willingness to become highly proficient required.
• Comfort with technology, shared digital workspaces, and ministry management systems.
• Familiarity with live worship, music, choir, or production environments strongly preferred; working knowledge of worship music and musical terminology is helpful.
• Familiarity with ProPresenter is beneficial, but technical engineering expertise is not required.
• Experience working with volunteers and developing positive volunteer relationships.
• Strong problem-solving skills and the ability to anticipate needs rather than simply respond to them.
• Ability to maintain confidentiality and exercise sound judgment.
• Bachelor’s degree or equivalent combination of education and relevant experience preferred.
• Availability for occasional evenings, weekends, concerts, and major seasonal worship services as ministry needs require.

This job description is not intended to be an exhaustive list of duties, responsibilities, or activities. Duties may change at any time with or without notice.

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