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.
- Prepare, proof & print worship bulletins
- 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
- Update the following lists with changes/additions:
- 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 6th 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.