Tech-savvy Church Office Coordinator

The Office Coordinator is an integral force within our congregation. This position acts as a proactive anchor for the Congregational Administrator, serving as the foundation for which inquiries, requests and next steps get filtered through and executed between members/others, our Front Office, and our Communications Team. By melding Communications-oriented deliverables, outreach, and support with office administration as its baseline - the latter of which focusing heavily on facility, finance, membership, and rental upkeep and maintenance – the Office Coordinator is the piston that enables our congregation’s office to run cleanly, efficiently, and strategically.

Qualifications include an astute understanding of small office administration, leadership, autonomy, customer service, social media, communications-tasked know-how, and follow-through. In this position, one is expected to require limited supervision and an inclination to go above and beyond to ensure work is accurate, transparent, and completed. Typical work history would encompass prior experience with data-entry, familiarity with spreadsheets and recordkeeping, ability to foster superb vendor and customer/member relationships, a strong ability to acclimate to new systems, and, in addition, a robust knowledge of social media and backend workings.

For this role, UUSM offers part-time availability between 15-16 hours per week with the potential for additional hours if the office continues to grow and opportunities develop. Currently, all responsibilities are handled in-office - - there is the potential for minimal remote work in the future (to be assessed after the probationary period and at the Congregational Administrator’s discretion). The Office Coordinator is supervised by the Congregational Administrator with additional support and direction given by the Communications Team Chair.


Communications
• Prepare/send weekly Thursday Announcements (email newsletter) and additional special email campaigns (Mailchimp)
• Oversee the Events calendar (Google) and add room reservations (for members) and post church-wide events
• Manage social media presence on Facebook, Instagram, LinkedIn, and YouTube; receive content from staff and volunteers for sharing to specific audiences
• Post monthly Generous Congregation Contribution (GCC) information to social media platforms, internal spreadsheets, and other communication channels; tag charity recipients
• Update email audience lists (Mailchimp), which also includes uploading new contacts into various databases
• Support staff, members, and volunteers to publicize church-related events to the wider community via a public WordPress website calendar plugin and in the Thursday Announcements
• Set up YouTube and Facebook livestreams for broadcasting Sunday services, as well as archive them via the website’s Series Engine plugin with YouTube embeds
• Update static web page content
• Archive information for all Sunday services on website
• Update Vanco (payment processor) fund categories on the backend that are tied to church budget lines; update the Vanco “Giving” page (frontend); and update our text-to-give donation/payment codes
• Additional duties as assigned by Congregational Administrator (as needed)


Office Support
• Update and maintain the Membership database (Breeze), which includes uploading new contacts and updating existing ones; editing member information and status changes in Breeze and Mailchimp; data-entry for contributions, donations, and payments - this includes a recordkeeping of Sunday service GCC, Art Wall sales, fundraising (committees and Dining for Dollars), pledge, and rental payments
• Collect, manage and reconcile credit card authorization forms, receipts, and event payments
• Prepare weekly bank deposits
• Manage and review Vanco payment transactions to ensure each are processed accurately and successfully and contacting members if unsuccessful
• Assist members with payment inquiries and how to set up one-time and recurring payments
• Maintain internal spreadsheets that track details such as GCC totals, pledges (internal), membership changes, Sunday service attendance, and social media views
• Respond to inquiries from members and public via telephone and email; be present to greet visitors in-office
• Maintain the Reservations calendar (Google) which includes posting event rentals for members/public, new and recurring group meetings
• Update and manage printing of Member Directory; print weekly Order of Service
• Purchase supplies for office (Administration), janitorial (Sextons), and kitchen (Kitchen Committee)
• Oversee new and existing rental agreements for one-time and recurring events or groups; provide quotes for new inquiries, manage administration and receipt of appropriate documents, security deposits (and refunds), and payments (including tracking monthly payments for recurring); arrange and coordinate add-on services such as AV Technician support, Parking, and Sexton; adding event(s) to the Reservations calendar; schedule appointments with responsible parties; arrange for prep and set up; and manage building access
• Schedule and coordinate vendor appointments for weekly laundry cleaning, monthly water delivery, and Westside Food Bank pickups (as needed)
• Assist the Membership Team with data entry, purchases, and printing
• Building access management of door codes for staff, members, and renters
• Generate/send End of Year tax statements to members
• Additional duties as assigned by Congregational Administrator (as needed)