Parish Operations Administrator

Augustana Lutheran Church
Washington, DC
Jul 13, 2017
Aug 07, 2017
Full Time
Augustana Lutheran Church is committed to vibrant worship with historic Christian liturgy; welcoming all who come by embracing diversity; caring for one another; reaching out to the community; and demonstrating a strong commitment to the V & New Hampshire neighborhood. Racially integrated since 1954, Augustana is an intercultural congregation of the Evangelical Lutheran Church in America. Reconciling in Christ, we welcome people of all sexual orientations and gender identities. We worship in English and in Spanish on Sundays. Augustana is committed to sharing its facilities with community-based organizations and neighbors whose activities extend Augustana's mission as a crossroad into our community through service to our neighbors. Groups currently sharing Augustana's space provide child care, after school programming, classes, twelve step programming, and advocacy. To support and advance this vision, Augustana seeks a skilled Operations Administrator who can manage the day-to-day operations of our facilities. This individual should relate and communicate well with diverse types of people, be able to use technology successfully to facilitate communication, manage projects and people, balance short-term needs and long-term goals, collaborate with others to accomplish goals and solve problems, and be able to adapt to changing needs and processes. While the Operations Administrator is expected not to be a member of Augustana's congregation, ideally the person will be acquainted with and enjoy serving in a church environment. Role in the Organization Reports directly to the Pastor. Collaborates with the Organist Choir Director, Assistant Choir Director, and other professional staff engaged by Augustana, including our outside accounting firm. Supervises the parish Sexton. Directs and supports office volunteers. Assists the officers of the congregation, committee chairpersons, and other ministry leaders. Interacts with Augustana's diverse congregation, newcomers, and visitors. Serves as primary point of contact with those sharing space in the Crossroad Center. Work Expectations Support and advance Augustana's mission and ministry through work in the following areas: Congregational Life and Communication Provide a welcoming environment in the office. Serve as the first point of contact, with guidance of the Pastor and congregational leadership, for receiving, responding to, and initiating communication to and from Augustana. Produce the printed materials necessary to support a schedule of weekly, seasonal, and special occasion worship services. This includes the weekly worship bulletin and prayer guide, as well as special service bulletins as needed. Produce an annual printed Parish Directory, after the Annual Congregational meeting and Council organizational retreat, that includes an updated list of that year's Church Council, officers, committee chairs, and other ministry leaders. Produce direct mailings, special event announcements, new member packets, and other church and Crossroad Center communications, including publicity and promotions as directed. Distribute church communications via internet and in print. Work with Pastor to develop and maintain a regular email newsletter. Maintain and update the Augustana web site, social media, and parish email list-serves, in collaboration with Pastor, staff and volunteers. Update and maintain Augustana program calendar on the web site and in the office. Assist Pastor in the maintenance of communication and relationships with the Metropolitan DC Synod of the ELCA, and other congregations and organizations. Facilitate Congregants' Participation in Augustana's Mission and Ministry Manage the Time and Talent database. Support program leaders in matching parishioners with how their gifts can serve in Augustana's ministries. Assist Pastor and other leaders in guiding newcomers into parish life and activities. Support parish program scheduling and communicate meeting and activity schedules. Help ministry leaders schedule and coordinate volunteers for worship related activities. Help maintain roster of volunteers providing fellowship, in particular Augustana's Sunday Hospitality Hour. Invite, encourage, and manage office volunteers from the parish. Organize the records and administrative affairs of the Church Establish routines and procedures that facilitate smooth office functioning, that invite and enable volunteers to participate knowledgably, and are flexible enough to accommodate changing needs. Work in an ongoing way to improve these procedures and solve problems proactively. Solicit, track, and update contact information for Augustana members, prospective members, and others interested in receiving communications from the parish. Maintain database of this information using Shepherd's Staff parish administration software. Convert current system of membership list documents and email list-serves to fully utilize the capabilities of Shepherd's Staff. Maintain and advance functional capacity of the office by purchasing and maintaining supplies, equipment and service contracts, and by working to assure a clean, organized, and inviting work space for all persons using the office. Maintain and update official parish records, register, and files. Assist with parish stewardship, including annual campaign materials, quarterly donation statement letters, pledge cards, stewardship record-keeping using Shepherd's Staff software, and other potential ways of facilitating and encouraging giving (including electronic and/or online options), with direction from Pastor. Assist Pastor, staff, committee chairs, and other ministry leaders to work within budget guidelines. Working within parameters of annual budget, and with authorization of parish leadership, conduct business on behalf of the parish. Work with finance committee, other committee chairs, Financial Secretary, Treasurer, accountants, tellers, Pastor, and staff to conduct and review transactions, do banking and track finances in relation to budget. Utilize Quickbooks accounting software to maintain accounting records. Coordinate, schedule and prepare documents for the Annual meeting including compiling the Annual Report packet, and crafting reports regarding office coordination and Crossroad Center operations. Assist with preparing parish reports to the Metro DC Synod, ELCA, and governmental agencies as directed. Building Management Serve as primary contact for groups and persons using space at Augustana and the Crossroad Center, and first point of contact for persons contacting the church during regular business hours. Schedule the use of the facilities and occupancy of the Crossroad Center by parishioners and outside groups, in consultation with all parties affected by such space use. Survey and maintain staff, parishioner, and tenant satisfaction with facilities, including coordinating building improvement projects with property committee. Schedule and manage maintenance of facilities. Supervise the work of the Sexton. Assist parish leaders in implementing, assessing, and revising policies governing building use. Support for Pastor Provide administrative and clerical support to Pastor as requested. Periodically perform tasks and special projects as assigned. Meet regularly with Pastor for planning and follow-up (staff meetings). Work performance will be reviewed annually with the Pastor. Skill Requirements and Preferences The Operations Administrator reports directly to the Pastor and is expected to demonstrate: Professionalism, integrity, and consideration in all interactions with others. It is important that the first point of contact with the church be someone who reflects the gracious welcome of Augustana. Confidentiality in the handling of personal, financial, and other individual and congregational information. Excellent oral, written, and digital communication skills. Be able to - Create original written content, edit, and proofread with an eye for detail. Format, edit, and layout documents that include graphic elements. Work comfortably and creatively with digital communication media. Communicate well in English with Spanish fluency preferred. Strong Computer Application Skills. Be able to - Work in a Microsoft Office environment specifically with Word, Excel, and PowerPoint programs. Administer databases. Familiarity with parish administration software preferred. Work with accounting software. Familiarity with Quickbooks preferred. Work with websites, social media, and email list-serves. Familiarity with Wordpress preferred. Strong project management skills. Be able to - Manage, prioritize and complete both short-term and long-term projects. Work both independently and collaboratively to complete assigned projects. Manage volunteers to encourage their contributions to projects. Ability to work independently toward goals and expectations that are agreed upon with one's supervisor and/or colleagues and church leaders. Ability to independently start and complete tasks and assignments. Good humor, flexibility, and a genuine desire to serve. Experience Expectations and Preferences Experience and/or cultural competency in a multicultural, intergenerational, diverse environment. A track record of skills related to the administrative requirements of a congregation as listed above. Experience with church traditions and practices rooted in historic liturgies preferred. Experience with the ethos, systems, and people encountered in a church setting preferred. Bachelor's degree preferred. Compensation Salary commensurate with experience (low/mid-$40s). Benefits: health, pension. Applicants should send resume and cover letter to No phone calls.

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