Category: Uncategorized

ADMINISTRATIVE MINISTRY COORDINATOR

Full-Time Position

30-40 hours per week

Job Description

Position Overview:

• Administrative Assistant/Ministry Coordinator position consists of the performance of delegated administrative details by the pastoral staff within several ministry areas of Alert Evangelical Covenant Church.
• Work involves the responsibility of providing administrative services and organization for the purpose of alleviating pastoral staff of managerial details.
• Assist in promoting a cohesive line of communication between the pastoral staff, leadership of the church & the congregation in coordinating volunteer duties, while facilitating a clear pathway for those volunteers to get involved in areas of ministry that they may be interested in.
• Exemplifies regular attendance for Sunday services at Alert Covenant Church
• Be a person of genuine Christian character who understands the role as a ministry in line with the mission & vision of the church.
• Present a positive “first face” of the church consistent with the love of Christ.
• Have the ability to interact with parishioners, guests, committees & staff in an enthusiastic manner that is helpful, courteous, pleasant & professional.
• Ensure the office runs smoothly; develop & recommend improved office procedures & systems.
• Be able to independently & proactively complete tasks & communicate to others.
• Understand confidences & use discretion in discussions of sensitive matters.
• Ministry areas of coordination include:

• Prayer
• Sunday Volunteer Coordination
• Children’s Ministry
• Youth Ministry
• Hospitality
• Communication/Advertising

Required Knowledge, Ability & Skills:

• Proficiency with a variety of software programs including Google (Docs, sheets, forms, etc.) Microsoft Office – including Word, Excel, PowerPoint & ability to work with graphics.
• Willingness to maintain effective working relationships with the pastors & the congregation.
• Detail-oriented mindset & strong organizational skills.
• Self-starter who can work independently while still displaying flexibility, good judgement & the ability to set priorities.

Primary Accountabilities:

• Manage communications on behalf of church in a respectful manner – including email, social media, phone, walk-ins, mail, etc.

• Prepare & maintain mailing lists & church roster.
• Assist other staff & ministry chairs with clerical & administrative support.
• Photocopy documents & assemble as needed.
• Manage church calendar (paper & electronic) & event scheduling with various groups.
• Maintain electronic & print membership records & prepare certificates for life events.
• Order & maintain office supplies & office equipment.
• Prepare new members information packets.
• Inform the Pastors & related members about illnesses & hospitalizations.
• Collaborate with the church staff, members & committees & attend all staff meetings.
• Update the main bulletin board.

• Weekly:
  • Prepare, proof & print worship bulletins
    • Place one bulletin at each of the following locations: the piano, the organ & the pulpit. The rest may be placed at the Welcome Center.
    • Email the bulletin as an attachment to the following people each week: Kara Bergsten, LuAnn Lund, Deb Huyett.
  • Email reminders to those who are serving as Greeters, Nursery, Scripture Reader, Candle Lighter, Children’s Church.
  • Email a submission to The Riley Countian by 10:00 a.m. on Friday including announcements. (The Lead Pastor will provide a sermon synopsis to include & specify what information should be submitted.)
  • Upload sermons to the church website.
  • Check humidifier in the baby grand piano and add water as needed.
• Monthly:
  • Assist the board secretary with running copies of board & congregational meeting minutes & distributing them in mailboxes.
  • Work with the pastoral staff in writing a calendar of events to be placed in the church mailboxes, as well as on the church website.

• Quarterly:
  • Update the following lists with changes/additions:
    • Greeters
    • Nursery
    • Candle Lighters
    • Scripture Readers

• Annually:
  • Assist the pastor in asking newer attendees to be included on the above-mentioned lists.
  • Update the church directory
  • Fill out & submit annual reports to the denomination.

• Occasionally
  • Prepare slides for the worship services, including lyrics of songs & announcements.
  • Run copies of submissions given by the pastors and place them in the church mailboxes.
  • Assist the pastoral staff with correspondence.
  • Order and maintain office supplies & office equipment.

Prayer

• Compile weekly prayer requests from the Worship service (Or via email/other communication) and email to the prayer team.
• Determine which prayer requests are to be emailed to the whole church and which ones are just for the prayer team.
• Follow up on prayer requests to keep the prayer team updated as needed.
• Prepare the prayer guide every six weeks.

Children’s Ministry

• Print curriculum quarterly for Children’s Church and Sunday School from Pre-K through 6^th grade
• Keep stock of and purchase Worship Bag supplies
• Monthly check of Sunday School classrooms for supplies needed (snacks, paper, tape, crayons, glue, etc)
• Nursery supplies
• Keep the CE supply closet organized
• Serve as point person for all camp registrations/communications

Youth Ministry

• Quarterly coordinate meal preparation for youth group
• Serve as point person for all camp and retreat registrations/communications

Hospitality

• Send out reminder emails to the teams of people who signed up for specific events
• Maintain the hospitality master list and update it as need be
• Check supplies needed before each event and order if needed (plates, silverware, etc.)
• Registrar for Equipping Conferences (Potentially in the future)
• Concierge (Potentially booking overnight lodging for guests)

Communication

• Serve as the church’s website and Facebook page’s administrator
• Prepare new members information packets
• Help with publicity for regular and special events and activities
• Create posters for publicity

Reporting Relationship:

• Reports to: Senior Pastor.
• Works closely with all members of church staff, committees & membership.