Trinity will have a new face in the church office! Please welcome Darlene Schmidt who has been selected for the position of Church Administrator. Darlene has 30 years of diverse administrative experience from her career at Mutual Life, Clarica and finally Sun Life. She has expertise in setting up systems, training, defining new processes, documenting work flow, practices and policies. One of Darlene’s strengths is her communication skills and capacity for engaging an effective team. We foresee her administrative expertise will be used in the managing and oversight of daily operational matters of the church and facility usage, but also in supporting committees and Council with the implementation of strategies that help us achieve our mission. She will act as the recording Secretary for Church Council and Management Committee and have the authority to implement new processes that help support all of us in the work we do at Trinity.
Church Council accepted the assessment of the JNAC and the recommendations of the Admin Review Working Group and a senior Church Administrator position was then defined. There has been significant staff changes at Trinity over the past decade and we have rebuilt the staff team a number of times. Adopting a senior Church Administrator model is a departure from our traditional Church Secretary position and recognizes that “times have changed”. A number of capable candidates were interviewed for this position and Darlene presented both a depth of expertise and experience and an energy and vision for this new role. She will be building and creating this new position which naturally requires patient support.
Darlene will be working 25 hours per week (times to be announced) and will be responsible for staffing a (new) receptionist- secretary role. She will have oversight and accountability for the use of the building, supervising a new sexton and will support the Property Committee in their mandates to maintain the facility. For more information on the transitional thinking for this administrative position you will find reference and links to the JNAC Report, the Admin Report and the Church Administrator Job Description at www.tuckitchener.org. You may also request copies through the church office.
Darlene is excited to be able to utilize her skills and experience within a church community as she is committed to her own faith journey and the love of God. Darlene and her husband have a blended family of five children and both have moved towards vocations which offer a life and work balance. Darlene begins her new role on August 7th however you may find her shadowing Jane in the church office the week before. We know you will welcome Darlene warmly.
General Accountability
The Church Administrator is the senior administrator of the Pastoral Charge (or “congregation”) accountable to (and is supervised by) the Management Committee for a broad range of administrative support, coordination and supervisory duties relating to the daily administration of the Pastoral Charge except in the area of liturgy and sacrament, Christian education and pastoral relations.
Nature and Scope
The position of Church Administrator is established to enhance the capacity of the Pastoral Charge to administer its general affairs and respond effectively to special initiatives of the corporate Church such as Emerging Spirit.
The Church Administrator provides executive support to the work of the following committees of the congregation: 1) Ministry & Personnel, 2) Communication, 3) Property and 4) Stewardship. In addition, this position serves as the Secretary to the Council and Management Committee, supervises the Sexton and the Church Secretary/Receptionist, coordinates Sunday Service support and takes leadership to recommend specific improvements to the procedures, practices and activities of the congregation.
The Church Administrator is the chief custodian of the PowerChurch database and other official congregational records
Statistical Information
[to be completed]
Specific Accountabilities
- Perform the role of Secretary to Church Council or its successor and the role of Chief Compliance Officer for all required reports, safety and health regulations.
- Administer congregation employment policy in relation to staff availability, vacation scheduling, routine back up due to illness or leaves of absence, and so on. Report to the M&P on same and take general direction as appropriate.
- Coordinate meetings of Council, Management, Communication, Stewardship, and Property. Provide strategic and tactical advice to these committees and execute decisions as required. Oversee records of committee minutes.
- Act as chief custodian of the PowerChurch database to meet needs of Pastoral Care, Stewardship and Finance, and to comply with UCC reporting requirements. Administer PC access rights policy, teach users and recommend ways to exploit the functions of PC to meet church needs.
- Coordinate the support functions required for Sunday Services, baptisms, communion, funerals and weddings including set up, audiovisual equipment, hospitality volunteers, and bulletins.
- Coordinate the routine maintenance of the church building and grounds, advise the Property Committee of issues and support the development of effective recommendations to resolve issues. Provide routine direction to the maintenance activities of the Sexton, oversee space use and liaise with major tenants.
- Coordinate the reception, correspondence, routine purchasing and space booking functions of the congregation. Supervise the work of the Church Secretary/Receptionist. Take responsibility for developing volunteer assistance and for coordinating same.
- Advise on design and distribution of effective communication and promotions. Manage routine and special communication projects under direction of Management Committee and/or Communication Committee.
- Coordinate special projects relating to the work of the committees of Council with scope of this position or ad hoc committees as established from time to time by Council.
Working Conditions
Must work collegially and be a good team member in a small staff group within a busy downtown church. Some non-traditional hours are required.
Qualifications
- Minimum of 5 years mid-level office general administration supervisory experience
- Very good knowledge of MS Office including Word, Excel and Access or PowerChurch
- Very good knowledge of Internet resources, email, office telephony
- Demonstrated experience working in teams to analyze administrative problems, develop effective solutions and achieve buy in of colleagues and implement fully.
- Highly organized, very good delegation ability.
- Demonstrated ability to solve administrative problems.
- Demonstrated ability to maintain control of diverse responsibilities and tactfully deal with members of the congregation who may not understand the scope and limits of the job and its role.
Terms
This position is part time at 25 hours per week and involves daily on site presence during the normal work week of Monday to Friday. Some evening work is required.
The position is supported by a Church Receptionist which is part time at 20 hours per week involving daily office hours each morning from Monday to Friday, 9:00 AM to 1:00 PM.