Office Administrator- Bethany Baptist Church


Office Administrator- Bethany Baptist Church

PURPOSE OF THE ROLE:
The success of ministry is heavily dependent on the quality and success of the “administration” of ministry. The Office Administrator (“OA”) would act as the point person and lead contact with people connecting to various facets of the church, as well as the hub of administrative activity and communication for the church.STRUCTURE OF THE ROLE:
The OA would be available in the office on weekdays and be responsible to oversee incoming and outgoing general communication of Bethany and its ministries, programs, and activities. The OA would also work in tandem with paid and non-paid staff to assist wherever possible in the administration of ministries, programs, events, and activities. The OA would be the most likely person to be contacted to bridge others to the best person to serve them.
The OA would also be the coordinator on Sunday mornings: to provide support to the tech team (e.g. troubleshooting presentation software); to set up as required in the foyer prior to the service; to ensure all details are looked after for the service; and to act as a resource person in the event something may need attention.

DEMONSTRATED COMPETENCIES
• Attention to Detail: Able to see and pay attention to details; has the ability to recognize the component parts of a procedure or object and to verify the correctness or error in an individual part or procedure.
• People Focus: Understands the needs and concerns of colleagues, volunteers, and attendees. Collaborates well with others and has a servant attitude.
• Team Collaboration: Works cooperatively with others and follows through on assigned tasks. Is highly collaborative and has the ability to understand other’s goals and needs and turn those into actionable steps. Humbly works well with others and has a servant attitude.
• Thoroughness: Ensures that one’s own work and that of others are complete and accurate. Follows up to ensure that agreements and commitments have been fulfilled.
• Communication: Able to use multiple channels or means to communicate information. Effectively communicates verbally as well as in writing to individuals and groups. Proactively anticipates what needs to be communicated.
• Creative Thinking: Discovering new opportunities and solutions for problems by looking beyond current practices and using innovative thinking. Open to new and different ways of doing things and able to effectively adapt to a variety of situations.

RESPONSIBILITIES
General Administration
• Be the first face/voice/contact with those reaching the office during the week.
• Monitor, maintain, and be familiar with the operation of all office equipment used by staff and volunteers (i.e. copier, phone system, postage machine, debit machine, etc.).
• Manage and be familiar with systems used internally and online for data management, scheduling, etc. (i.e. Sunergo church management/website platforms, Google Drive, Zoom, etc.).
• Oversee the management of all office and other general church supplies.
• Process all incoming and outgoing communication (mail, email, etc.).
• Maintain proper records of addresses, membership status, and/or volunteer background checks.
• Coordinate with the Executive Director regarding church facility use and scheduling. Ensure church calendar is accurate and up-to-date.

Ministry Administrative Support
• When necessary, facilitate and supervise any administrative projects, tasks, and/or needs with volunteers and/or applicable staff.
• Provide administrative support to Children’s, Youth, and other ministries as needed.
• Assist with planning and coordination of in-person and virtual events (i.e. lunches, church picnic, conferences, other special events, etc.).

Content Creation & Communication
• Create weekly content for Sunday morning ProPresenter presentation for both in-house and livestream (i.e. creation of graphic slides for announcements, lyrics, sermon slides, videos, etc.).
• Ensure the most accurate and up-to-date information is displayed on our website and other digital platforms.
• Support internal and digital communication. This will include preparing announcements, weekly emails, newsletters, website updates, development of handouts, booklets, advertising and promotional materials, and more.
• Create and schedule all social media content on platforms and websites.
• Monitor all comments and direct messages; ensure they are responded to or dealt with in an effective and timely manner.
• Manage organization of church Vimeo account.
• Edit and upload Sunday service recording, sermon, and sermon audio to digital platforms.
• Continually review online content/branding and update as needed.
• Capture, edit, and prepare additional digital media content as required (i.e. baptism testimony videos, interviews, event re-cap videos, etc.).

Other Responsibilities
• Coordinate updating of outdoor street signage.
• In consultation with the Executive Director, record maintenance needs and schedule the proper personnel to repair/replace the issues. Schedule and monitor routine inspections, tests, and cleanings.
• Coordinate set up and take down for in-house ministries and programs as required (i.e. Friendship Circle, Women’s Ministries events, etc.).
• In consultation with the Executive Director and as time permits, secure and oversee proper preparation and execution of building rentals to outside parties/organizations ensuring proper personnel are obtained (if necessary) to carry out various responsibilities (i.e. event coordinator, tech/media, custodial, security, etc.).
• Other duties as assigned.

Requirements and Qualifications

QUALIFICATIONS & REQUIREMENTS
• Philosophically aligned with Bethany’s Statement of Faith and Mission, Vision, and Core Values.
• A passionate lover of Jesus who has experienced Christ’s redeeming work of salvation in his/her life.
• Strong interpersonal skills and the ability to work in a team with both paid and volunteer church staff and personnel. Warm and welcoming personality.
• Ability to handle stress appropriately, and maintain a calm, friendly, non-anxious presence in the midst of deadlines and stressful situations.
• Ability to organize time, routines, tasks, and projects around flexible ministry needs.
• Excellent organization skills. A self-starter and fast learner. Diligent and dedicated to excellence.
• Excellent verbal and written communication skills. Excellent at proofing/editing written content.
• Computer proficiency will be necessary with various platforms and programs:
o Key software examples (not exclusive): ProPresenter, MS Office Suite, graphic design and video editing software
o Key web-based examples (not exclusive): Canva, Sunergo Church Management and Website platforms, Zoom, Vimeo, Google Drive
• Dependable and servant-hearted; will do any job with joy and passion.
• Keep confidence and maintain the trustworthiness of all matters shared and/or heard at the church. This includes, but is not limited to, matters shared from/about people from Bethany or beyond.
• Timely in attendance with ability to vary schedule when needed.
• Experience (paid or volunteer) working within a church congregational culture would be an asset.

Special Notes

Details

22680 Westminster Highway Richmond, BC V6V1B7 Canada

Date Posted: August 8, 2022

Job Type: Full Time

Congregation: 200

Church Website: https://www.bethanybaptist.bc.ca/

View Full Job Description » receptionist@bethanybaptist.bc.ca