We're Hiring! Seeking a friendly, organized, and self-motivated Administrator & Executive Assistant

​Spring 2019
 
Job Posting - Parish Administrator / Executive Assistant
 
University Lutheran Chapel of Berkeley is located just south of the UC Berkeley campus. We are a progressive, inclusive, social-justice-oriented congregation within the Lutheran tradition. A small parish with a huge heart, we believe in and work toward the transformation of the world. We’re looking to hire someone with a great attitude to support our energetic pastor, strong council and leadership team, and congregation. This position is full-time and works best over the shorter long-term, a couple of years or more.
 
Though we are a small congregation, we are very busy, and the parish administrator occupies a place at the center of activity. The parish administrator supports a full-time pastor, part-time associate pastor, part-time music director, weekly janitors, and all of the governing and volunteer leadership of the congregation. The church facility is also home to other organizations - SHARE El Salvador and the United Nations Association of the East Bay - who need support from the church administrator. Additionally, the administrator is expected to provide building access and support to outside organizations using the church for concerts, meetings, trainings, rehearsals, etc.
 
The administrator will seek to “own” this job, embracing the jack-of-all-trades nature of the position, and showing initiative in developing the skills or knowledge they don’t already possess to do what needs to be done. This position requires a wide variety of skills and interests. For example the administrator spends a lot of time making pivot tables in MS Excel AS WELL AS participating in liturgical planning for the seasons of the church year AS WELL AS being friendly and available to congregational relationships.
 

 
Specific Job Duties & Responsibilities

• Maintain the office and provide hospitality to visitors
• Publish weekly bulletin for church services
• Publish weekly digital newsletter
• Attend Sunday worship services to make announcements and be available to the congregation
• Weekly data entry of offerings and other income
• Track and record expenses, reimbursement requests
• Prepare monthly income reconciliation in partnership with bookkeeper
• Attend and participate in monthly council meetings; other leadership and small group meetings as needed
• Publish weekly Sunday service slide shows
• Answer phones and emails; maintain files
• Sort/distribute incoming mail
• Manage and maintain the website
• Create flyers, postcards, and other advertisements for church events
• Manage and maintain social media presence
• Manage the pastor’s appointment calendar
• Book Flights and arrangements for conferences and meetings
• Publish monthly council docket of reports
• Prepare & mail quarterly financial statements
• Manage annual enrollment of pledgers into automated financial contribution program
• Submit annual corporate and tax filings with various organizations and government entities
• Maintain office equipment, computers & leased copier
• Serve as main point person on use of office equipment (field copier questions)
• Maintain and order office supplies
• Maintain and order hospitality supplies
• Oversee facility upkeep and usage
• Maintain kitchen equipment including dishwasher, refrigerator/freezer, and washer/dryer
• Ensuring confidentiality of records and conversations

 
Essential Functions of the Job:

• 3+ years of increasingly responsible administrative/office management experience
• Proficiency with MS Word & Excel
• Proficiency with networks, domains, routers, etc
• Proficiency with budgeting, reconciliation, and bookkeeping processes. Knowledge of Quickbooks a plus.
• Proficiency with Apple products, including computers, tablets, AppleTV, etc
• Database proficiency ideal
• Webmaster skills for church website preferred (Weebly)
• Social networking skills (Facebook)
• Extremely organized, with the ability to multi-task and effectively balance day-to-day duties
• Strong verbal and written communication skills
• Good judgement, particularly around confidentiality
• Friendly, excellent customer service skills
• Dependable and self-motivated
• Does well under pressure
• Attention to detail
• Familiarity with church practices, lectionary calendar, liturgy, and terminology
• Familiarity with Lutherans and/or Lutheranism is a plus
• Sense of humor

 
Hours:
This position usually takes Friday and Saturday off. Sunday mornings are spent at the Chapel, and Monday through Thursday the office is open from 9 am to 5 pm. Additional hours will be required on rotating basis for evening meetings or weekend events.
 
Compensation and Benefits:
$45,000/year. Additionally, there is also a stipend of $6,000 to be used to purchase health insurance through Covered California. 3 weeks paid vacation, plus national holidays off.
 
Next Steps:
Please email a résumé and cover letter describing your interest in the position to job@ulcberkeley.org We will be setting up interviews for the first few weeks of July. If offered an interview, you will meet with our pastor and current administrator. We would like the new administrator/executive assistant to start work in August. Training will happen onsite. Sorry, we can’t handle phone inquiries for this position. If this posting is still up, we are still accepting applications.

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