Director Of Administration

Description of Responsibilities

CanyonHills Friends Church

Introduction

The ideal candidate is willing to help us administrate the church office and all of its functions. Must be organized, creative, willing and able to communicate effectively.

The responsibilities listed define the minimum expectations of CanyonHills Friends Church for the position of Director of Administration. Our desire is that the Director will work not only to maintain the current standard, but also strive for best practices in church systems, for the glory of God and the expansion of His Church.

Specific Responsibilities

The Office Administrator is currently a position requiring 40 hours per week:

Office Hours are 8:30 am to 4:30 pm Monday – Friday
- In office hours only. This is not a remote position.

The following are the primary responsibilities of the Office Administrator, but is not an all-inclusive list. The Office Administrator will:

Provide Executive Assistant level support to ALL Pastoral Staff and limited support to Ministry Team leaders.
Manage the church office and maintain all office supplies and equipment.
Serve as director of all types of communication: personal appointments, written correspondence, phone, voicemail, email, web-site and Facebook communications to appropriate staff members.
Manage all church publications: electronic and printed media.
Manage all database entry, maintenance and generating of database reports.
PCO Workflow
Event Request Forms

Pastoral Support & Ministry Team Support

Provide Executive Assistant level support to the ALL Pastoral Staff positions and limited support to volunteer Ministry Team leaders,

Church Office

Manage all aspects of the church office and its supplies and equipment.

Office Atmosphere:
- Develop and maintain a clean, orderly, professional office atmosphere. Christian background music may be played in the office. Please use discretion on selection and volume levels to provide a positive impression upon anyone who might enter. No talk radio.
- Office Equipment:
- Maintain office equipment by calling in technical support as needed, to keep equipment operating at the highest level possible. Suggest changes in equipment or upgrades that will upgrade quality or reduce costs.
Office Supplies:
- Purchase all office supplies as needed for the office and for staff member’s offices. Be aware of all sources in the area and utilize the most cost effective sources when possible.
- Office Purchase Requests:
- Utilize the purchase request system for all office needs.
Office Budget:
- Help develop an annual church office budget.
Doors - Leave locked when no other staff is in building with you
Errands - If out for an errand forward phone to your cell or ask staff to cover the phone

Communications

Facilitate all forms of communication for all staff.

Phone Coverage

- Develop and maintain a professional method of taking and transferring calls.
- Phone Greetings / Ministry info / Upcoming event Info / Music background when on hold
Weekly “Club Pray” prayer sheets and delegation of follow-up contacts:
Contact appropriate people to make calls, visits, send cards, or provide meals.
Mail: Deliver each day’s mail to Staff and Ministry Team folders.
Voice mail, outgoing messages and greetings:
- Voice Mail “Night Mode” is to be used only for hours when office is closed, during lunch break and staff meetings. Keep various mail box greetings and event information current. Post special event greetings and remove the day after the event has ended.
Master Calendar:
- Calendaring process for Lead Pastor (Appointment blocks)
- Develop and maintain the Church Master Calendar using Event Request Forms
Web Based Communications
- Oversee and deliver current content for the weekly e-familytalk newsletter, the church website and the church Facebook page to both create a first impression for all guests and to market key information to church attendees.

Printing And Mailing

The Office Administrator will create and/or facilitate all forms of print media and mail for staff, which includes but is not limited to the following: Weekend Worship Flyer, Kiosk Signs, Church Letters and Community Mass Mail, Flyers & weekend handouts.

Database Entry, Maintenance & Reports

The Office Administrator will facilitate the general database functions of the church which includes but is not limited to the following:

Weekly entry of worship attendance.
Weekly entry of online viewership.
Develop a tracking system to aid in spiritual growth for attendees of Canyon Hills.

Meetings

Staff Meetings / Tuesdays @ 12:30pm / Take minutes & email to me / Bring Lunch

Conference Room / Keep room supplied & picked up for other Team Meetings

Other

Assist with other routine office duties as assigned.
Must have a valid driver’s license, maintain it, and have adequate automobile insurance.
Must be ambulatory and able to function in active physical interactions.
Must be able to carry or lift objects that weigh up to 25 lbs. for various program and event related activities.
Weekly printing needs as needed. Check with Staff ahead of the week.
Weekend Copier / Make sure it is supplied with paper and ink for weekend use / Clean for user
Ordering Supplies / Use church AMEX whenever possible (Carlos and I have cards)
Foyer & Usher Closet / Attendance sheets / Keep Supplied with CHFC Gift Tumblers
Manage and host all vendors onsite

Facility Issues

Bring facility use requests, key requests, alarm code requests & repair needs to me and staff

Weekend Attendance & Connect Card Responses

Enter attendance into PCO / File Attendance Sheets
Response Card messages / Get to the right Staff Member or Ministry Leader

Prayer Requests / Hospital Information

Send to Staff, Elders & Club Pray Team / Do not copy & paste – edit & use discretion
Deliver all surgery, sickness, hospital information to Staff

Canyon Hills Friends Church

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