Parish Administrator

Parish Administrator St. Columba's Episcopal Church -

Washington, DC Position Overview:

St. Columba's seeks a highly organized, full-time, in-person Parish Administrator to oversee parish office operations, provide administrative leadership, and assist with stewardship and donor services. St. Columba's is an active congregation committed to serving parishioners, neighbors, and the greater D.C. region. As a key member of the operations team, this role ensures that parish administrative functions are effectively managed and that stewardship processes are well-coordinated and accurate. This is a highly visible, outward-facing role that serves as a first point of contact for parishioners, visitors, ministry leaders, and community partners. The Parish Administrator reports to the Director of Finance and Administration and works closely with clergy, parishioners, ministry leaders, and staff members

Key Responsibilities:

Parish Office & Administrative Management ▪ Staffs the parish office and provides a warm, welcoming, and professional presence for all visitors, volunteers, and parishioners ▪ Answers the telephone, distributes messages, and maintains an up-to-date outgoing message ▪ Monitors and responds to daily inquiries and communication requests from staff and parishioners ▪ Checks and distributes mail daily ▪ Manages front desk volunteers, including scheduling and coordination ▪ Assists clergy, particularly the Rector, with administrative support and follow-up tasks ▪ Completes seasonal and special projects as directed Calendar, Events & FMX System Management ▪Manages the church calendar using the FMX Event Manager platform and Google Calendar, ensuring all parish events are accurately scheduled, coordinated, and seamlessly published on the church website. ▪ Coordinates event submissions and approvals in collaboration with the Operations Manager and Director of Member Engagement ▪ Manages event requests, tracks responses, and ensures timely communication with staff, ministry leaders, and parishioners ▪ Works closely with clergy and ministry leaders to ensure all event details are clearly communicated and executed ▪ Maintains real-time accuracy of all scheduled events and room usage Digital Systems & Records Management ▪ Serves as the primary point of contact and REALM coordinator for staff and parishioners, providing support and escalating complex issues to IT as needed. ▪ Maintains and organizes a centralized digital filing system using Google Drive, ensuring documents are structured, accessible, and up to date ▪ Establishes consistent naming conventions and folder organization across departments ▪ Supports staff in maintaining organized and compliant digital records. Office Operations, Supplies & Inventory ▪ Orders and maintains inventory of office supplies and hospitality supplies (coffee, paper goods, etc.) ▪ Maintains and updates an inventory tracking sheet, ensuring adequate stock levels and cost control ▪ Monitors the postage meter and ensures sufficient postage and supplies ▪ Coordinates with operations and finance teams on purchasing and vendor management Safe Church & Membership Administration ▪ Administers the Safe Church program, including tracking compliance and training requirements ▪ Assists the Director of Member Engagement in verifying Realm profile requests through in-person or Zoom meetings ▪ Maintains parish records and ensures accurate membership data in REALM ▪ Assists parishioners with REALM account access and navigation, ensuring a smooth user experience and escalating technical issues to IT when necessary. Stewardship Department Support ▪ Supports annual pledge campaigns, donor communications, and acknowledgments ▪ Maintains and updates donor records and giving data in REALM ▪ Inputs and verifies donations, recurring gifts, and deposits ▪ Collaborates with clergy, finance, and development teams to monitor campaign progress ▪ Assists in creating simple reports and donor recognition materials ▪ Provides professional and responsive customer service to parishioners and donors

QUALIFICATIONS

▪ Minimum 3-5 years of experience in nonprofit, office administration, or church administration ▪ Strong proficiency in Google Workspace (Drive, Docs, Sheets) and Microsoft Office ▪ Experience with or ability to quickly learn systems such as REALM and FMX ▪ Strong organizational skills and attention to detail ▪ Excellent written and verbal communication skills ▪ Ability to maintain confidentiality and professionalism ▪ Tech-savvy and comfortable learning new systems and platforms ▪ Ability to manage multiple priorities in a fast-paced parish environment

CORE COMPETENCIES

▪ Exceptional customer service and interpersonal skills ▪ Warm, engaging personality with a genuine desire to help others ▪ Patience, professionalism, and emotional intelligence ▪ Ability to manage multiple priorities in a fast-paced environment ▪ Strong problem-solving and follow-through

METRICS FOR SUCCESS

▪ Parish office functions operate smoothly and professionally ▪ Calendar and FMX event system are accurate and up to date ▪ Digital filing systems are organized and consistently maintained ▪ Supplies and inventory are well-managed and cost-effective ▪ Stewardship and donor records are current and accurate ▪ Parishioners, staff, and ministry leaders receive timely, professional, and welcoming support

WORK SCHEDULE

Monday - Friday, except as required for special events and church programming Salary This is a full-time, salaried position with a salary range of $60,000 and benefits. Send resume and cover letter to jobs@columba.org