Superintendency Administrative Assistant

Upper New York Annual Conference of the United Met; Woodard (NY); Hybrid; USD 42,000 - 54,000; Full time

Job summary

The Superintendency Administrative Assistant at the Upper New York Annual Conference of the United Methodist Church is a full-time, nonexempt, 40-hour-per-week hybrid role. It serves as the link between the regional office and local churches, equipping district superintendents, pastors, and congregational leaders to support the conference mission.

This position requires strong administrative skills, proficiency in Microsoft Office, and the ability to coordinate meetings, reports, and

Qualifications

• High school diploma required; vocational or clerical training preferred.
• Highly proficient in Microsoft Office suite, and intermediate knowledge and experience with cloud-based file sharing resources, and other online office management tools.
• Three years’ experience in an administrative support position.

Responsibilities

• Process information for clergy appointments and manage follow‑up paperwork with Episcopal Office.
• Coordinate and schedule charge conferences and related paperwork to ensure timely completion.
• Provide administrative and logistical support to the District Committees on Ministry for a positive experience.
• Organize information and calendars; staff district/regional meetings and trainings.
• Ensure clergy and local churches complete yearly reports on time for conference business.
• Distribute information between clergy, congregational leaders, churches, and conference agencies to support ministry.
• Respond to missional needs by linking leaders with available resources.
• Attend Superintendency Support Team meetings and contribute to projects.

Skills

Microsoft Office Suite

Cloud-based file sharing

Office management tools

Administrative support experience

Education

High school diploma

Vocational or clerical training

Job description

Description

The Superintendency Administrative Assistant is a full-time nonexempt 40 hour per week hybrid position. The Superintendency Administrative Assistant serves as the connection between the regional office and the local churches by equipping district superintendents, pastors, and congregational leaders in support of the UNY’s mission of making disciples of Jesus Christ for the transformation of the world.

Essential Functions

• 1. Appointment Process: process information for clergy appointments and manage all necessary follow-up paperwork and activities in collaboration with the Episcopal Office so that clergy and congregations experience and effective appointment transition process.
• 2. Charge Conference: coordinate, organize, and schedule yearly charge conferences and special charge/church conferences and process all relevant information and paperwork so that they are completed with excellence.
• 3. District Committee on Ministry: provide administrative and logistical support to the District Committees on Ministry so that members are well resourced for their work and candidates/local pastors have a positive experience.
• 4. Organization and Planning: organize and maintain information (databases, physical/electronic files, and calendars); provide administrative and logistical support to leaders and teams; organize and, when necessary, staff district/regional meetings e.g., cluster charge conferences, workshops, and trainings) so that information is current and easily accessible, and meetings and events are well coordinated.
• 5. Reporting: Ensure clergy and local churches fully and accurately complete yearly reports on time so that relevant information is available to conduct the business of the region and the conference.
• 6. Communication: ensure clear, accurate, and timely distribution of relevant information between clergy, congregational leaders, churches, and conference agencies and leaders in collaboration with the episcopal office, conference staff, and the conference communications team so that leaders and congregations have the information needed for effective ministry.
• 7. Resourcing: respond to the missional needs of clergy, congregational leaders, and conference staff by linking them with available resources so that they are well resourced.

Other Organizational Responsibilities

• Serve as a member of the Superintendency Support Team meetings and attend meetings, as needed (in-person or remote).
• Lead and collaborate in projects assigned at Superintendency Support Team.

Core Competencies:

• Christ-centered and Christ-like.
• Committed to continuously growing in intercultural competence.
• Build and maintain relationships rooted in honesty, integrity, and honor confidentiality.
• Work collaboratively to produce innovative solutions and outcomes.
• Communicate clearly and accurately, in writing and orally, with unifying messages that motivate action.
• Attend to details and deadlines.
• Provide gracious and warm hospitality.
• Committed to continue learning and developing skills.
• Willingness to support the vision, mission, and core values of the United Methodist Church and the Upper New York Conference.
• Knowledge of, or ability to learn, the structure and polity of the United Methodist Church.

Requirements

Qualifications

• High school diploma required; vocational or clerical training preferred.
• Highly Proficient in Microsoft Office suite, and intermediate knowledge and experience with cloud-based file sharing resources, and other online office management tools.
• Three years’ experience in an administrative support position.

Travel

The position requires some evenings and weekend responsibilities and sporadic travel within the Upper New York Conference. This position works in a hybrid model with two days on-site at the UNY Conference Center in Liverpool, NY.