Office Manager, Chaplaincy

Andover; Andover, Northern (MA, KY); Hybrid; USD 25,000 - 39,000; Part time

Job summary

Phillips Academy seeks a part-time Chaplaincy Office Manager to support the Chaplaincies and coordinate administrative needs across multiple chapel ministries. This role serves as the primary liaison for chapel spaces, calendars, policies, and guest coordination on campus.

The position requires strong MS Office and Google Suites skills, excellent communication, and the ability to balance priorities in a busy office.

Qualifications

• 3-5 years of office experience.
• High proficiency in MS Office and Google Suites, Page layout software, Canvas; ability to learn new software.
• Ability to work in a collaborative team environment as well as take initiative and work alone on a broad variety of projects.
• Excellent interpersonal skills with ability to establish and maintain healthy working relationships with chaplains, faculty, staff, students, alumni, and outside vendors.
• Ability to balance multiple priorities while encountering frequent interruptions.
• Ability to communicate well verbally and in writing, attention to detail, excellent organizational skills.
• Good judgment and decision-making skills.
• Exercises discretion with sensitive information.

Responsibilities

• As a member of the Chapel team, and the public face of Cochran Chapel, contributes to creating and facilitating a safe, inclusive, and hospitable environment for all in the campus community as well as for visitors and guests.
• Functions as primary liaison and point-of-contact in overseeing and assisting in scheduling, organizing, and coordinating smooth operation of internal and external set-up, use, and clean-up of Chapel facilities.
• Maintains the master calendar of events of Cochran Chapel with weekly communication of events (across multiple offices, departments, and in Gazetteand Family Bulletin).
• Maintains a detailed list of local churches, mosques, synagogues, houses of worship, and religious/spiritual communities.
• Communicates chapel usage policies and processes across multiple offices, departments, and external guests; works collaboratively in ongoing update of these policies.
• Maintain the day-to-day logistics of running the office, responding to emails, callers and visitors, managing email lists, databases and meeting minutes, scheduling appointments, coordinating meetings, arranging events.
• Provides administrative support to the Philosophy and Religious Studies department.
• Provides administrative support to the Chaplaincies, such as: Jewish Chaplaincy: planning and management of events surrounding Jewish High Holidays; Catholic Chaplaincy: weekly worship programs, Confirmation notebooks, Confirmation Mass, mailings; Protestant Chaplaincy: support for religious services; Interfaith events and calendar, Ramadan, Veterans Day, Lessons and Carols, Baccalaureate.
• To the Coordinator for All School Meetings, helping to coordinate logistics and planning for guest speakers and all-school assemblies.
• Maintain welcoming environment of the Chapel office manager office space and its multiple uses as the 'Green Room' and staging area for guests and concert directors.
• Works with on-campus and off-campus vendors for food, flowers, office, worship, and kitchen supplies, printing.
• Submits calendar and articles to the Family Bulletin and the Gazette on a weekly basis.
• Maintains Chapel office equipment and Chapel copier.
• Provides management of Chapel budget.
• Maintains records for Chapel files and support of Archives.
• Processes student excused absences for the Chaplaincy, particularly as these relate to “Religious Observances.”
• Occasional evening and weekend hours.

Skills

MS Office

Google Suites

Page layout software

Canvas

Learning new software

Interpersonal skills

Written and verbal communication

Organizational skills

Discretion with sensitive information

Job description

Directly supporting the Chaplaincies and their mission and vision to support all spiritual journeys of the Andover community, the Chaplaincy Office Manager plays a key role in coordinating and serving the administrative needs of the chaplains and their varied ministries. This position is also the primary liaison for internal and external use of the Chapel facilities, coordinating dates and schedules, communicating, facilitating, and updating chapel use policies and processes across multiple offices, departments, and external guests. Reporting to the Protestant Chaplain, the successful candidate will be attentive to detail, well organized and possess excellent communication, computer (Microsoft Office Suite), and database skills. Ability to balance multiple priorities while working in a busy office with frequent interruptions, required. This is a part-time, benefits eligible, .50 FTE, 25 hours per week position (this position is scheduled for the Academic year, usually from mid-August- through mid-June).

MINIMUM JOB QUALIFICATIONS:

• 3-5 years of office experience.
• High proficiency in MS Office and Google Suites, Page layout software, Canvas; ability to learn new software.
• Ability to work in a collaborative team environment as well as take initiative and work alone on a broad variety of projects.
• Excellent interpersonal skills with ability to establish and maintain healthy working relationships with chaplains, faculty, staff, students, alumni, and outside vendors.
• Ability to balance multiple priorities while encountering frequent interruptions.
• Ability to communicate well verbally and in writing, attention to detail, excellent organizational skills.
• Good judgment and decision-making skills.
• Exercises discretion with sensitive information.

ESSENTIAL FUNCTIONS/PRIMARY DUTIES AND RESPONSIBILITIES:

• As a member of the Chapel team, and the public face of Cochran Chapel, contributes to creating and facilitating a safe, inclusive, and hospitable environment for all in the campus community as well as for visitors and guests.
• Functions as primary liaison and point-of-contact in overseeing and assisting in scheduling, organizing, and coordinating smooth operation of internal and external set-up, use, and clean-up of Chapel facilities.
• Maintains the master calendar of events of Cochran Chapel with weekly communication of events (across multiple offices, departments, and in Gazetteand Family Bulletin).
• Maintains a detailed list of local churches, mosques, synagogues, houses of worship, and religious/spiritual communities.
• Communicates chapel usage policies and processes across multiple offices, departments, and external guests; works collaboratively in ongoing update of these policies.
• Maintain the day-to-day logistics of running the office, responding to emails, callers and visitors, managing email lists, databases and meeting minutes, scheduling appointments, coordinating meetings, arranging events.
• Provides administrative support to the Philosophy and Religious Studies department.
• Provides administrative support to the Chaplaincies, such as:
  • Jewish Chaplaincy: planning and management of events surrounding Jewish High Holidays.
  • Catholic Chaplaincy: weekly worship programs, Confirmation notebooks, Confirmation Mass, mailings.
  • Protestant Chaplaincy: support for religious services.
  • Interfaith events and calendar, Ramadan, Veterans Day, Lessons and Carols, Baccalaureate.
  • To the Coordinator for All School Meetings , helping to coordinate logistics and planning for guest speakers and all-school assemblies.
• Maintain welcoming environment of the Chapel office manager office space and its multiple uses as the “Green Room” and staging area for guests and concert directors.
• Works with on-campus and off-campus vendors for food, flowers, office, worship, and kitchen supplies, printing
• Submits calendar and articles to the Family Bulletin and the Gazette on a weekly basis.
• Maintains Chapel office equipment and Chapel copier
• Provides management of Chapel budget.
• Maintains records for Chapel files and support of Archives.
• Processes student excused absences for the Chaplaincy, particularly as these relate to “Religious Observances.”
• Occasional evening and weekend hours.

Phillips Academy is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender expression, gender identity, age, physical or mental disability, genetic information, veteran status, military service, application for military service or any other characteristic protected by law.

Any offers of employment will be contingent upon successful CORI/SORI, and fingerprinting background checks as well as unrestricted authorization to work in the United States.