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Job Description – Parish Administrator

Job Description
Parish Administrator

If you are mission driven and a strong administrator and communicator who would enjoy becoming part of a highly engaging church team in the heart of Cow Hollow in San Francisco, please respond confidentially to us! Please visit St. Mary the Virgin Episcopal Church online at www.smvsf.org

Our Rector is seeking a parish administrator who is well versed in best office practices and procedures and who enjoys taking ownership over the scope of his or her work, is pro-active and a problem solver.

The Parish Administrator responsibilities include providing administrative functions to ensure efficient operation and effective external and internal communications. The position supports the church’s mission through a variety of duties related to daily and ongoing operations and time-sensitive communication. The Administrator must have the ability to work within a team of defined roles, shared values, individual accountability and mutual support.

The Administrator must demonstrate a high level of competency in oral and written communications and display sound judgment and diplomacy in accomplishing tasks and interacting with clergy, staff, members of the congregation and the general public. The Administrator is expected to be familiar and keep current with a range of best practices and procedures in office management, electronic communications and platforms, and online administration programs and systems. 9-5 Monday-Friday.

MAJOR RESPONSIBILITIES:
Communications

  • The Parish Administrator is the face to the church, clergy, and congregation, therefore he/she will provide initial greeting to those contacting or visiting the church; make appropriate referrals
  • Manage, coordinate, and disseminate a parish events calendar, including activities, group meetings and reservations of church space and facilities
  • Communicate with those outside the congregation who inquire about space rental; negotiate contracts in consultation with the Rector; administer and execute rental agreements
  • Maintain current record of weekly/monthly worship, ministry and lay assignments
  • Maintain contact database for all major ministries of the congregation
  • Coordinate and produce recurring publications, including weekly service bulletins and announcements, periodic special services bulletins, parish annual report and other program and activity brochures as directed by the Rector or designee
  • Produce weekly electronic communications such as Highlights and Children, Youth and Families e-communications; write and edit announcements for these publications as directed by the Rector or designee
  • Manage, maintain, and utilize the Parish Directory and database
  • Respond to email inquiries from the congregation or forward to the appropriate person
  • Produce, collate and distribute targeted mailings to the congregation as directed by the Rector or designee
  • Update and distribute newcomer packets
  • In coordination with Rector or designee, develop and maintain on-line registration forms for such activities as Baptism, Sunday School, Confirmation Class and Parish Retreat
  • Maintain records of confidential End of Life directive documents
  • Maintain and update requests for Baptisms, and distribute to and coordinate with clergy and staff
  • Serve as initial contact for those wishing to hold a memorial service and/or inquiries about columbarium spaces; coordinate engraving of niches
  • Set up users and maintain/update records of all compliance activities required by law, the Diocese of California, or the parish, including Diocesan Safe Church training and certification for all staff, lay ministers, and volunteers
  • Provide desktop publishing and production for brochures, flyers, posts and signs as director by the Rector as designee
  • Procure caterer for specific events as directed by the Rector
  • In collaboration with the Communications task force and the webmaster, oversee and develop administrative duties of social media accounts
  • Coordinate with and provide information to church webmaster for the effective use of our website
  • Maintain communications with weekly AA groups, ensuring church compliance, calendar changes are noted, etc.
    Office Administration
  • Act as first contact for phone answering; direct, screen, and forward calls as appropriate
  • Manage voicemail and telephone system
  • Provide clerical and administrative support for clergy and church leadership, including Vestry, as directed by Rector
  • Communicate with vendors to support Facilities Team and church campus operations
  • Send, sort and distribute mail
  • Monitor and procure postage as needed
  • Oversee distribution of keys to church campus; maintain records of key distribution and lost and replaced keys
  • In coordination with Senior Warden and Rector, prepare Vestry agenda and maintain Vestry minutes
  • Organize and schedule meetings and appointments as directed by Rector or designee
  • Maintain office supplies by periodic inventory; anticipate and order needed supplies and verify receipt
  • Maintain computer and manual filing systems
  • Update reference manual of all electronic passwords and information related to computer/systems and e-commerce access
  • Ensure operation of office equipment by completing preventive maintenance, calling for repairs, maintaining equipment inventories
  • Maintain an organized library of photos for use in bulletins, weekly e-newsletter, and other brochures.
  • Oversight and management of pastoral care cards

    QUALIFICATIONS
  • Associate degree or comparable work experience
  • Planning and organizational skills
  • Verbal, listening and written communication skills
  • Time management skills and ability to multi-task and prioritize work
  • Computer literacy including proficiency in Microsoft Word, Excel, Google Drive, data entry and desktop publishing
  • Up-to-date working knowledge of current social media technologies (primarily Facebook and Instagram)
  • Proficiency in design layout and graphics
  • Knowledge of current office management systems and proceduresPERFORMANCE EXPECTATIONS
  • Accuracy, responsiveness and efficiency
  • Proactive approach to problem solving
  • Professional appearance and demeanor; maintains confidentiality in all church matters
  • Ability to work effectively with a variety of people and situations
  • Upbeat, positive attitude; sense of humorPlease email a cover letter specific to this role with your resume!

St. Mary the Virgin is an equal opportunity employer. To apply, please email a cover letter specific to this role and your resume with SMV-PA in the subject line to Donna Davidson, dmd@ddavidson.com