Job Application - Grace Chapel Inc

Job Posting OPEN

Fairview Office Coordinator

PURPOSE:   To provide administrative support to the pastoral team and oversee the guest experience ministry.

 

RESPONSIBILITIES:

1.      Act as point of contact between the pastoral staff and church members.

2.      Maintain calendar, arrange meetings, and appointments and provide reminders for the pastoral staff.

3.      Create, organize and maintain files.  Carry out an efficient filing system utilizing a scanning system.

4.      Manage multiple projects simultaneously. This includes managing multiple project documents, communications, timelines, and invoices.

5.      Developing, equipping and deploying the Guest services team for Sunday service.

a.      Sunday Responsibilities

                                                   i.     Ensuring the team has all materials needed to assist church attendees.

                                                 ii.     Managing and scheduling the volunteers of the guest services team.

                                                iii.     Sunday morning deliveries of supplies to home church hosts.

b.      Weekly Responsibilities

                                                   i.     Data entry in PCO database for church attendance and new family information.

                                                 ii.     Create and implement a follow-up system for visitors.

                                                iii.     Prepping supplies for home church bins for guest services teams.

                                                iv.     Recruiting, training, and scheduling volunteers for the team.

                                                 v.     Reviewing and preparing all materials the team will use in connecting with church attendees.

6.      Plan meetings and take dictation and minutes and accurately enter data.

7.      Write and distribute emails, correspondences, letters, faxes, and forms.  Notarize documents as needed.

8.      Produce reports, presentations, and briefs.

9.      Reconcile, scan/file, and submit expense reports and credit card statements for the pastoral staff.

10.   Research resources needed for the office, church, and home church needs.

11.   Assist with planning, staffing, coordinating volunteers and implementing all special events.

12.   Make travel arrangements for the pastoral staff and any guest speakers.

13.   General office receptionist duties like greeting guests, receiving call, taking messages, signing for deliveries, etc.

14.   Be on point on Sunday for anything the pastoral staff may need.

15.   Attend staff meetings and other meetings as needed.

16.   Other duties and responsibilities as assigned.

 

 

QUALIFICATIONS:

1.      A mature Christian character and a growing personal commitment to Jesus Christ.

2.      Displays a high degree of discretion and confidentiality with sensitive information.

3.      Experience working with people in a church setting.

4.      A high degree of emotional intelligence and stability. Able to demonstrate a cheerful, diplomatic and caring attitude while operating in a collegial but challenging atmosphere. Ability to handle confidential information.

5.      Ability to work flexibly and effectively with volunteers and staff, exhibiting creativity, understanding, and patience.

6.      Willingness to work outside of standard office hours or on weekends, as needed.

7.      Excellent written and verbal communication skills; Strong editing and proofreading skills.

8.      Strong organizational skills.

9.      Willingness to serve and function as an integral member of the staff team.

10.   Proficient with office machinery, computers, networks, software and the internet—including copiers, phone systems, fax machines, Microsoft Word, PowerPoint, Excel, and database systems. Able to become proficient quickly with additional computer programs and office machines.