Executive Administrator

Westminster Presbyterian Church; Lincoln (NE); On-site; USD 47,000 - 57,000; Full time

Benefits offered by this job

Health insurance

Retirement plan

Job summary

Westminster Presbyterian Church is seeking an Executive Administrator to help manage church operations, facility and calendar coordination, and provide administrative support to pastors, staff, and committees. This role is described as the church's Air Traffic Controller for a 600-member congregation.

The position focuses on coordinating facilities, calendars, communications, and staff support while working on-site with the Head of Staff and various committees. Competitive benefits are provided.

Qualifications

• Organize and supervise the work of communications and custodial personnel.
• Support Head of Staff with scheduling and administrative tasks, including facility scheduling and meetings.
• Oversee church calendar coordination and ensure it is published to members, staff, and the community.
• Coordinate with representatives of partner organizations to learn needs and schedule rooms and facilities.
• Coordinate maintenance requests for the church and preschool with contractors or committees.

Responsibilities

• Supervise and proof publications created by Communications Coordinator (newsletter, emails, bulletin).
• Data entry, prepare mailings, and keep files for the Session, Deacons, and Ushers.
• Prepare memos to Session Ministries and Committees from staff members.
• Organize and email packets for monthly Session meetings.
• Send email reminders to weekly worship volunteers and participants.
• Provide administrative support for programs and committees, including mailings and supplies.

Job description

The Executive Administrator will help manage the operations of the church through facility and calendar coordination, and administrative assistance to the pastors, staff, and committees of the church. We consider this role our "Air Traffic Control" position for our 600-member congregation.

Our Mission: Westminster Presbyterian Church (PCUSA) is an inclusive faith family, inspired by Jesus Christ, to call, nurture, and empower disciples.

Specific Duties

1. Organize and supervise the work of communications and custodial personnel.
2. Support Head of Staff with scheduling and administrative tasks, including-but-not-limited-to church facility scheduling, meeting schedules and locations, and coordination of meeting schedules of the Head of Staff and Associate Pastor(s).
3. Oversee church calendar coordination and work with communications personnel to ensure that it is published and available to members, staff, and the community.
4. Meet with representatives of current and potential partner organizations to learn about requests and needs and to coordinate room and facility schedules.
5. Coordinate maintenance requests for the church and preschool and refer to appropriate entities, which may include contractors, other staff, and/or the Buildings and Grounds Committee.
6. Work with Head of Staff and Clerk of Session to approve or refer facility requests to the church Session.
   Coordinate the work of the custodial team / staff for setup, breakdown, and cleaning of facility areas between usage.
7. Maintain the facilities setup information and keep updated.
8. Data entry, church telephone coverage, prepare mailings, keep current files for various boards of the Session, Deacons and Ushers.
9. Coordinate with Administration and Planning to keep Policy and Procedures Manual and Elder Handbook current.
10. Coordinate with Clerk of Session current record of Session Minutes and Church Register (deaths, baptisms and marriages).
11. Coordinate with the Clerk of Session to submit an Annual Statistical Report to the General Assembly.
12. Supervise and proof for accuracy publications created by the Communications Coordinator, including the monthly newsletter, weekly email newsletter, and the bulletin and its informational inserts.
13. Data entry, organization and coordination of the Annual Report.
14. Order supplies for the WPC offices.
15. Prepare memos to Session Ministries and Committees from staff members.
16. Organize and email packets for monthly Session meetings.
17. Send email reminders to weekly worship volunteers and participants.
18. Provide administrative support for programs and committees, including, but not limited to coordinating postcards, mailings, email reminders, and ordering supplies.
19. Give administrative support to membership care, which includes membership certificates, address and other membership changes.
20. Schedule and process necessary paperwork for weddings, funerals, baptisms, and receptions.
21. Maintain membership information and complete computer data entry in a timely manner.
22. Serve as a liaison between partner organizations, community members, committees, and church members and the Head of Staff and Associate Pastor.
23. Meet with sales representatives and make decisions to purchase/lease new office equipment.
24. Ensure that office equipment is properly maintained.
25. Oversee the building’s remote and on-site HVAC systems with the custodial team and Buildings and Grounds
26. Committee to ensure spaces are properly heated or cooled for events.
27. Perform other duties as assigned by the Head of Staff or Personnel Committee.

Terms of Employment

1. Non-exempt, on-site full-time position averaging 40 hours/wk
2. Minimum Annual Salary: $52,000 plus benefit options through the Board of Pensions of the Presbyterian Church (U.S.A), including health insurance and retirement plan.
3. Full-time employees are eligible for accruing paid personal leave to provide for vacations, sick leave, bereavement, or other personal leave time as approved by the supervisor, Head of Staff, or Personnel Committee. Our full PTO policy is available on request as part of our Employee Handbook.
4. Successfully pass a criminal and financial history review that indicates an absence of any behavior that would negatively impact performance in this position.
5. Work in close cooperation with the Head of Staff, Director of Children and Youth Ministry, Director of Music and other Staff. Supervise and work with communications, finance, and custodial staff. Maintaining a cooperative relationship with all staff and the congregation are important, while maintaining clarity regarding accountability.
6. Performance review will be conducted at least annually by the Head of Staff. The Committee on Personnel and the Head of Staff will review the level of compensation on an annual basis.