The Administrative Coordinator reports to the Church Administrator.
II. GENERAL DESCRIPTION
The Administrative Coordinator provides administrative, organizational, and communication support across the church, with particular emphasis on Operations, Ministries, the Arts, and the work of Pastors and Directors. This position helps turn ideas, requests, and ministry needs into organized plans, clear and accurate communications, completed projects, and reliable processes. The role requires sound judgment, technological confidence, initiative, attention to detail, and the ability to communicate effectively while bringing clarity and follow-through to work involving multiple people and departments.
III. RESPONSIBILITIES
Administrative and Project Coordination:
Provide a friendly and welcoming presence while handling calls, emails, visitors, and general office needs. Coordinate administrative work for Pastors and Directors across Operations, Ministries, and the Arts, including scheduling, meetings, volunteer coordination, registrations, document preparation, facility requests, purchasing, inventory, mailings, and related projects. Communicate status, needs, deadlines, and next steps clearly so work is completed accurately and on time.
Information and Records Management:
Secure, enter, maintain, review, and distribute accurate information across church databases, calendars, inventory systems, and administrative records. This includes inventory processes and controls, updating and printing church calendars, and maintaining accurate member and guest information with appropriate consistency and confidentiality.
Communications and Content Production:
Create and prepare weekly worship bulletins, funeral bulletins, special programs, presentation and livestream content, email communications, and other print or digital materials. Gather, clarify, and confirm information with staff; communicate deadlines and outstanding needs; and ensure materials are accurate, clear, polished, and ready for use.
Staff, Ministry, and Departmental Support:
Serve as an administrative partner to Pastors and Directors, with particular emphasis on Operations and the Arts. Help organize processes, coordinate communication, maintain documentation, and support work involving staff, volunteers, church members, committees, vendors, and external partners. Act as a reliable communication link so expectations, decisions, and next steps are understood and appropriately followed through.
IV. PERSONAL QUALIFICATIONS
Moral integrity, authenticity, and a "Team First" attitude. Appreciation for and support of the theological beliefs of the Presbyterian Church as an expression of the Reformed faith, especially regarding the interpretation of scripture, and the First Presbyterian Church Personnel Policy and Statement of Inclusiveness. Openness and confidence in the ability to relate respectfully to people of all backgrounds, experiences, and differing views. Commitment to effective communication, collaboration, and healthy working relationships in a church environment.
V. PROFESSIONAL QUALIFICATIONS
Ownership and Follow-Through:
Takes responsibility for assigned work from beginning to completion. Tracks details, anticipates next steps, meets deadlines, and follows up without requiring repeated reminders.
Accuracy and Quality:
Produces careful, accurate, complete, and polished work. Reviews materials before distribution and takes responsibility for correcting errors when they occur.
Trustworthiness:
Handles sensitive information, conversations, records, and church matters with sound judgment, discretion, confidentiality, and integrity.
Technology and Learning Agility:
Demonstrates strong comfort with technology and the ability to learn unfamiliar tools independently. Proficiency with Microsoft 365 is required; experience with Canva and church presentation, communication, registration, or livestream platforms is preferred. Must be willing to explore, troubleshoot, and figure out unfamiliar systems.
Judgment and Problem-Solving:
Uses sound judgment, asks helpful questions, identifies missing information, and works toward practical solutions rather than waiting for every step to be provided.
Clarity and Organization:
Is comfortable beginning with incomplete or evolving information and able to help turn ambiguity into clear next steps, organized processes, and completed work.
Cross-Functional Collaboration:
Manages requests from multiple departments, communicates priorities and constraints appropriately, and works collaboratively while maintaining deadlines and healthy working relationships.
Professional Demeanor:
Maintains a calm, welcoming, and professional presence when answering calls and doors, greeting visitors, interacting with staff and members, and representing the church with internal and external partners.
Communication:
Demonstrates strong written, verbal, and interpersonal communication skills. Shares information clearly, confirms understanding, asks thoughtful questions, listens well, and follows up appropriately with staff, members, volunteers, committees, vendors, and external partners. Communicates with professionalism, warmth, accuracy, and good judgment, including when priorities or expectations are changing.
Experience:
Previous experience in administrative coordination, data entry, office operations, project support, or a comparable role is beneficial. Experience in a church, nonprofit, arts, or multi-department environment is an advantage.
VI. INDICATORS OF SUCCESS
Success in this position means that Pastors, Directors, and ministry teams are well supported; communication is clear, timely, accurate, and appropriately followed through; information and materials are prepared on time; administrative systems and processes remain organized; and projects continue moving forward without details being lost or requiring excessive follow-up. OTHER Aptitude to manage multiple tasks and projects with efficiency and grace. Willingness and ability to learn, use, and troubleshoot new technology. Initiative to ask thoughtful questions, anticipate needs, solve problems, and follow work through to completion. Use discretion and maintain confidentiality in all matters involving the church, staff, members, and partners. Sustain collegiality, a professional office demeanor, and appropriate decorum at all times. Flexibility to adjust to varying responsibilities, changing priorities, and the needs of multiple departments.
