Position: Administrative and Volunteer Assistant

Reports to: Business Facilities Operations Manager

Status: Part-time 20 hours/week, 9AM to 1PM

The mission of the Administrative and Volunteer Assistant is to assist church staff, volunteers, members, and visitors with the day-to-day operations of the church. This includes being a welcoming presence, communicating effectively, and being part of the team. This mission will be met by working with the pastoral, ministry, and other administrative staff, attending staff meetings, and responding to requests from staff and church members. Success will be measured by completion of weekly and monthly tasks, clear and complete communication, enjoyment of work, and cooperation with fellow team members.

RESPONSIBILITIES

Answer incoming calls and assist visitors and church members.
Work with the volunteer receptionists and other volunteers for day-to-day operations.
Connect visitors (in person, phone calls, emails, and online requests) to the appropriate leader for their specific needs.
Assist pastors, senior leadership, staff, and committee chairpersons as needed.
Coordinate with ministry team leaders, pastors, and program staff to determine current ministry volunteer opportunities.
Maintain a catalog of volunteer opportunities with job descriptions for ministry areas of Grace UMC.
Assist pastors, directors, and ministry team leaders in the recruitment and scheduling of volunteers to serve in ministry.
Sort and distribute mail.
Prepare mailings as needed.
Create and print weekly bulletin in coordination with pastors.
Send out a weekly prayer list to recipients.
Prepare slides for 10:30 a.m. worship service.
Communicate prayer requests to pastors and the Grace Prayer team.
Attend weekly staff meetings and take notes during the staff meetings to share with staff after the meetings.
Assist Communications Director with distribution of newsletter, promotional materials, and flyers.
Work cooperatively with and cover for other office administrative assistant as needed.
Additional duties as needed.

SKILLS REQUIRED

Experience with Microsoft Office products (Outlook, Word, Excel, Power Point), Google Workspace, and Adobe software
Ability to keep confidential information private that is heard in the office.
Using discretion when working and making decisions on behalf of the church.
Ability to maintain calm and non-anxious presence with difficult people.
Views problems as opportunities to change things for the better.
Enjoys keeping things and people organized.
Excellent communication skills.
Maintains a positive attitude and enjoys being the ‘go-to’ person for the team.
Works independently and can set boundaries.
Enjoys learning new things and is open to new ideas.
Is committed to and respectful of those dedicated to doing God’s work.

PREFERRED SKILLS

Experience with Canva
Experience with church database software

Grace United Methodist Church

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