Office & Facilities Administrator
Posting date: May 27, 2021
Application deadline: June 22, 2021
Start Date: anticipated start date of July 6, 2021
First Church in Jamaica Plain is hiring an Office & Facilities Administrator! We are a small but vibrant and spiritual Unitarian Universalist community. We gather in a historic stone Gothic Revival building in the heart of Jamaica Plain, close to Green Street and Forest Hills stations. We value religious pluralism, full equality for lesbian, gay, bisexual, and transgender people, the rights of undocumented people, and we proclaim that Black Lives Matter.
We are seeking a part-time (15-hours per week; 8-hours per week in the summer) Office and Facilities Administrator to start on July 6, 2021. The church office is still closed due to the pandemic, so while the job would be remote during much of the summer, we anticipate the church building reopening in the fall. At that point, the Administrator would be asked to do some work/hold office hours on-site, while some tasks could still be done from home. Hours are flexible, in coordination with the minister’s schedule.
The Administrator provides administrative support and coordination for programs and operations of the Church and the Congregation. The Administrator is the face, voice, and welcome of First Church to many people in the congregation and the community at large. You would work closely with the Minister and be responsible for our e-newsletter, weekly Order of Service/bulletin, general administration, and coordinating care of our facilities. As our church will continue its digital ministry once services resume in the church, we’re looking for someone who is proficient with Google Suite (especially Google Drive, Slides, and Calendar), social media, maintaining the church website, and uploading to YouTube. Basic video editing skills would be welcome.
People of all religious and spiritual practices are welcome to apply to help us live our mission, vision, and values.
To apply: Send resume and position-specific cover letter, both in pdf format, to: jobs (at) first church jp.org by June 22. This position requires attention to detail; applications that do not follow these instructions will not be considered.
NOTE: We will require proof of COVID-19 vaccination, while complying with all legally-required exemptions.
Full Job Description:
Hours: 15 hours/week during the "church year" (September - June). 7-8 hours/week (no less than 8 weeks per year) in summer months as determined by the Minister. Days/hours of the workweek determined in consultation with the Minister and actual hours worked will be recorded in the weekly timesheet.
Compensation: Hourly rate is $19.17, in accordance with UUA Compensation Guidelines. Paid Personal Time Off (vacation, leave, etc.) and sick leave will be in accordance with church’s policy. The number of leave hours in the initial annual period will be adjusted based on the date of hire and the pro-rata share of the annual period remaining.
Status: hourly, non-exempt employee, part-time, with paid time off.
Reports to: Minister. The Annual Performance Review is done by the Minister with support from the Treasurer, Personnel Committee, and with input from others the Administrator works with on a regular basis.
Physical Requirements and Access: Applicant needs to be able to lift and carry 25 pounds up and down stairs. Accessibility note: While much of the church building is accessible, there are four stairs to get to the office and a full flight of stairs required to reach the basement storage area.
Background: All employees complete a CORI and have no disqualifying offenses*
Job Summary: The primary function of this position is to provide administrative support and coordination for programs and operations of the Church and the Congregation. The Office & Facilities Administrator is the face, voice, and welcome of First Church to many people in the congregation and the community at large.
The Administrator is supervised by and works closely with the Minister. The Administrator also works closely with other Church staff, the Treasurer, the chair of the Building and Grounds Committee, the Capital Campaign, and the Building Use Liaison(s). The Administrator also interacts with staff of KidsArts (weekday program renting First Church facility) and the cleaning contractor.
Experience with Microsoft Office, Google Suite, Mac computers, the ability to upgrade and maintain a Wix-based website (although we are in the process of migrating our site to WordPress), ability to use MailChimp, skills in desktop publishing, ability to proofread and edit, ability to manage web-based thermostat and building access programs.
Familiarity with Church operations is helpful but not required.
Minimum educational requirement: high school diploma or equivalent.
Creates and publishes e-newsletter and maintains email newsletter list;
Maintains, upgrades and updates church website;
Updates the Church social media pages;
Maintains an accurate and up to date online church calendar;
Maintains an accurate online church directory and database;
Handles phone calls, voice mail, email, and USPS mail;
Facilitates communications with staff and members as needed.
Worship life of the church:
Prepares order of service for weekly worship, holiday services and rites of passage;
Prepares digital content for weekly worship, holiday services and rites of passage;
Archives edited video recordings of weekly worship and other recorded events.
Performs minor maintenance/tidying (such as changing batteries, tidying church sanctuary, and managing the church heating settings.);
Periodically reviews the level of church supplies and orders items as necessary;
Administers key check-out/building access;
Manages room reservations for church events; supports building rentals by referring inquiries to Building Liaison(s) and answering basic rental questions;
Meets and assists facilities contractors, vendors and inspectors;
Serve as day-to-day liaison with KidsArts and the cleaning contractor;
Ensures Place of Assembly permit, Fire Inspection, and fire extinguishers are up to date;
Problem-solves and triages issues with the building/facility; keeps relevant church leaders informed of facility problems.
Manages information and supports financial management:
Prepares internal documents and communications such as Annual Meeting reports, newcomer information;
Maintains organized files for legal and other documents, policies, minutes and annual reports, financial records;
Distributes all financial correspondence to the Treasurer;
Places all checks and cash received at the Church into the safe.
Manages equipment and supplies:
Maintains office equipment and arranges for repair as needed;
Orders and organizes office, cleaning & worship supplies;
Monitors office budget(s) categories and keeps expenses within appropriate limits;
Initiates and ensures submission of office-related budget requests.
Provides other administrative support as needed and as time permits.
Mission Ownership: Demonstrates understanding and full support of the mission, vision, values and beliefs of the congregation; can demonstrate those values to others; consistently behaves in a manner congruent with the mission, vision, values and beliefs.
Integrity and Trust: Is seen as trustworthy by others; practices direct, honest and transparent communication; avoids communication triangles; keeps confidences; admits mistakes; doesn’t operate with hidden agendas; responds to situations with constancy and reliability.
Attention to Detail: Catches mistakes; proofreads and edits effectively; consistently attends to the many small pieces which must be assembled into an organized whole; follows up on missing or out of balance items; resolves unanswered questions needed to address a problem; keeps the larger picture in mind while tending to the smallest details.
Informing Others: Provides the information people need to do their jobs well; helps people understand the information and knowledge and its relevance to the task at hand; is timely and transparent in the sharing of information.
Time Management: Prioritizes key tasks and ignores or minimizes distractions; demonstrates focus; plans ahead; follows through on assigned and regular tasks; meets deadlines.
Communication: Is able to deliver a message clearly, articulately and with appropriate emotion in a variety of settings, including in writing; demonstrates communication styles appropriate to the situation at hand.
Initiative and Creativity: Works independently; researches best practices; generates new ideas; thinks of and implements process improvements; experiments appropriately.
Interpersonal Skills: Establishes good working relationships with all others who are relevant to the completion of work; works well with people at all levels of the congregation; considers the impact of their actions on others; uses diplomacy and tact; is approachable; is collaborative.
Personal Resilience: Can effectively cope with change and uncertainty; can shift gears comfortably; can decide and act without having the total picture; is able to function when things are up in the air; can comfortably handle risk and uncertainty; is flexible.
Self-Development: Sets appropriate personal work objectives, measures own progress, identifies personal gaps in knowledge, understanding and skill; undertakes appropriate activities to develop needed skills; seeks regular feedback on performance; knows personal strengths and weaknesses, is sensitive to changing personal and organizational requirements and changes accordingly.
*What constitutes a disqualifying offense that will keep an individual from working with children will be determined by First Church’s leadership on a case-by-case basis in light of all the surrounding circumstances. Generally, convictions for an offense involving children and/or for offenses involving violence, dishonesty, indecency and any conduct contrary to our mission will preclude someone from working at First Church.