Good Samaritan Hiring Administrator

Job Title: Administrator
Effective: June 1, 2019
Status: 20 Hours per week, Non-Exempt
Benefits: Leave time per employee manual, 403(b) pension contribution + match
Salary: $16/hour (+ 4% 403b contribution + 5% match = $17.44/hr)
Office Hours: 9a-1p M-F, occasional evening meetings

Good Samaritan Episcopal Church is a growing community of open-minded Christians who seek to do what Jesus taught us: to include, love, and serve all people without exception. We are a new church without walls, and we meet in places where we can serve and be with our neighbors. We seek to build a diverse fellowship, and we welcome all who want to ask deep questions and put faith into action.

Under the supervision of the Vicar, the Administrator provides general office support to the staff, congregation, ministry leaders, and committees, in order to support the ministries and mission of Good Samaritan. This work includes, but is not limited to: data and records management, phone and email support, supplies and inventory management, communications work, coordinating meeting and event space, supporting church ministries and committees and collaborating with volunteers. The Administrator will be a resource person for both members and non-members, and a welcoming and responsive presence electronically and by telephone.

CORE RESPONSIBILITIES

Presence

1. Be the voice and face of Good Samaritan, offering a warm welcome to guests, members, prospective members, and community members.
2. Maintain physical presence during stated office hours weekly and promptly respond to requests for information and resources via email, telephone, and in-person visits during these office hours.

Staff Support

1. Attend the weekly online staff meeting, held on Tuesdays from 9:15-10:15 a.m.
2. Assist staff with day-to-day ministry management details, especially in preparing documents, coordinating announcements, etc.

Information Management

1. Work with ministry leaders in updating and managing the church calendar, Realm database, Sunday bulletin announcements, and social media to promote church events and ministry activities. Send weekly reminder to ministry leaders to seek new and updated announcements.
2. Monitor local events calendars and work with Connections Team members to ensure that Good Sam’s is as present as possible at neighborhood events.
3. Schedule event and activity space as needed with ministry locations.
4. Maintain church records and membership books using Realm database, including membership, diocesan, and other operational data, keeping them up-to-date and accurate. (This includes following up on attendance, group maintenance, and lay leader troubleshooting.)
5. Track newcomers and work with lay leaders to ensure timely, appropriate follow-up, with a goal that newcomers experience seven “connections” in seven weeks.
6. Produce reports, directories, rosters, rosters, and other documents from church records under the direction of the Vicar, Bishop’s Committee, and committee leadership.
7. Create and distribute weekly e-news. Prepare a weekly list of announcements for Good Sam’s Connections Leader to use during worship.
8. Assist with preparing and distributing marketing materials, as directed.
9. Manage and update the church’s online presence (Soundcloud/ Facebook/Twitter/Instagram pages, online advertising, etc.).
10. Maintain and update webpages, working with lay leaders in different ministry areas (e.g.posting events, sermons, links, updating pages, new widgets)
11. Coordinate with Connections Team and external vendors in managing congregation’s advertising and promotional productions.

Administrative Support

1. Provide administrative support to Bishop’s Committee or other committees, including: preparing meeting documents or posting minutes; making document copies, sending out mailings, filing, etc.
2. Place orders for supplies and equipment as authorized.
3. Coordinate with the Treasurer and Ministry Leaders to prepare reimbursement requests for all invoices and assist Treasurer in maintaining church financial records in preparation for annual external audit.
4. Open monthly bank statements as part of financial control protocols to reduce potential for fraud.
5. Prepare all stewardship follow-up collateral materials (pledge cards and acknowledgements, quarterly thank you notes and statements).
6. Sort incoming mail and prepare outgoing church mailings.

Liturgy Support

1. Prepare, proof, and print worship materials and bulletins for Sunday morning and other services. (This will involve traveling to a local printer.)
2. Work with ministry leaders to help them coordinate ministry server schedules, fill vacancies and send reminders to servers as scheduled.
3. Provide assistance with tracking the liturgical calendar and planning for church events, as needed.

Administrative Support to Vicar

1. Manage and triage information for the Vicar, ensuring that he or an assisting clergyperson is always contacted to respond to pastoral emergencies (e.g. death, grave illness of a member).
2. Update Vicar’s calendar and coordinate requested meetings and appointments on his behalf.
3. Prepare Vicar’s monthly reimbursements packet for the Treasurer’s reimbursement.
4. Assist with routine pastoral care tasks (e.g. scheduling nursing home visits, follow-up phone calls with hospitalized once they go home, setting up meal chain).
5. Invite, on the Vicar’s behalf, guest speakers and preachers for worship, Pub Theology, etc.
6. Manage the preaching rota.
7. Respond, as requested by the Vicar, to emails on his behalf.
8. Serve as the Vicar’s designated staff member responsible for ensuring that lay leaders and staff complete and maintain renewals of Safeguarding God’s Children training and Safeguarding God’s People online training as required by the Diocese of Indianapolis.

CORE COMPETENCIES NEEDED

• Ability to work with minimum supervision and use of good judgement.
• Strong writing and grammar skills, including proofreading. (English)
• Proficiency in word processing, spreadsheet, and database applications.
• Proficiency in social media management.
• Proficiency in webpage management using WordPress.
• Proficiency in Realm software or a willingness to learn within first thirty days.
• Demonstrated organizational skills, including calendaring, project coordination, and prioritization.
• Ability to effectively manage workload.
• Effective communication skills, both verbal and written.
• Ability to maintain confidentiality at all times regarding persons and information.
• Must be able to lift 20 pounds.
• Must be able to make weekly trip to local printer.
• Must pass background investigation to comply with church requirements.

MINIMUM QUALIFICATIONS

• Minimum 3 years of office experience or demonstrated abilities equivalent, including communications, is required.
• Experience in a church or other ministry setting is preferred.
• Associate’s degree in administration, communications, office support, or related area, is desired.

Good Samaritan Episcopal Church and the Episcopal Diocese of Indianapolis are very committed to diversity. We strongly encourage all qualified applicants, especially people from racial/ethnic minority groups, to apply. 

Applications will be considered on a rolling basis until the position is filled. To apply, send a cover letter and resume by email to The Rev. Dr. Gray Lesesne (gray@churchthatserves.wpstagecoach.com). Because of the confidential nature of the job’s pastoral duties, and to maintain a healthy congregational dynamic, no internal applicants from the congregation will be considered for this position.