Administrative Coordinator

Job Description

Job Description

OVERVIEW

The full-time Production Arts and Gatherings Administrative Coordinator is responsible for providing administrative and clerical support for the Production Arts and Gatherings department. S/he will play a vital role in ensuring smooth day-to-day operations of the Communications, Worship, Technical Arts and Guest Services Ministries at Grace through administrative support, coordination, and communication with department staff and volunteers. 

CHARACTER

S/he is a self-aware, spiritually mature disciple as embodied by our five marks: spiritually deep, gospel fluent, emotionally mature, culturally intelligent, and missionally engaged. S/he is a humble servant whose gentleness, compassion, and courage remind others of Jesus. S/he lives a multi-ethnic life, demonstrated through friendships and a willingness to welcome cross-cultural experiences and learning as a way to know and love God deeper. 

ABOUT YOU

You excel at balancing detail-oriented tasks with building strong relationships. Highly motivated and organized, you have an exceptional eye for detail while also valuing and engaging with people. Your problem-solving skills, foresight, and resourcefulness are evident in everything you do. Your wisdom, compassion, and kindness shine through in your interactions, making you a valuable collaborator. You understand the importance of maintaining a positive attitude and ensuring smooth operations. You delight in details and project management to make events and processes both less stressful and more successful. You anticipate what needs to be done and take the initiative. You are strengthened by teamwork, both a patient listener, and strong communicator. You are a passionate ministry partner, caring deeply about what your teammates want to achieve. 

While you could work anywhere, using your gifts for God’s Kingdom gives you the most joy and fulfillment and seeing the Gospel message advanced and lived out in people’s lives is of utmost importance to you. 

ESSENTIAL FUNCTIONS

• Provide administrative support to the department staff, coordinating events and meetings, handling information requests, correspondence, and monitoring administrative projects
• Assist in coordinating and organizing meetings and special events with staff, ministry leaders, and serving teams including room reservations, calendars, AV requests, meals, etc.
• Communicating service plan details with staff and serving team members involved in our gatherings and special events
• Managing expense receipt submissions
• Assist with scheduling of volunteer teams
• Manage volunteer serving profiles, pathways, onboarding processes, and serving team rosters
• Assist in managing licenses, subscriptions, and reporting, (ex. CCLI, Planning Center, etc.)
• Compile Web and Social Media reports 
• Coordinate offsite printing needs, communicating with vendors 
• Support weekly in-house printing/cutting needs 
• Create documents, slides, templates, and other visual materials that adhere to our church’s brand standards
• Pulling archived photos/video/content as needed 
• Coordinating with guest speakers to acquire manuscript, sermon questions, W-9, and honorarium  

COMPETENCIES

• 2+ years’ experience in administrative and support roles, preferably within a church setting
  
• Basic graphic design skills and proficient with Canva
• Excellent ability to manage and pay attention to details 
  
• Excellent written and oral communication skills 
  
• Strong organizational and time management skills, prioritizing to-do items for maximum effectiveness. 
  
• Action-oriented, displaying focus, passion, and initiative.  Able to anticipate needs and create systems to meet them. 
  
• Interpersonal skills: Relates well to all kinds of people by listening and negotiating, builds effective relationships and teams, collaborative. 
  
• Proficiency with Realm, Planning Center Online and ProPresenter are a plus.
  
• Highly proficient with technology, including Microsoft Office applications (Excel, Word, etc.)
  
• Alignment with Grace Community Church’s theological convictions and philosophy of ministry, including, but not limited to Gospel-centered and Emotionally Healthy Discipleship; convictions around God’s vision for ethnic unity.  

SCHEDULE

• On-site, 40 hours a week
• 1x Per Week – Meet with Production Arts and Gatherings Director
  
• 1x Per Week – Attend the weekly All Staff Meetings on Tuesday mornings
  
• 1x Per Week – Attend the weekly All Staff Prayer Pause
  
• 1x Per Month –Department Meeting
  
• 1x Per Month – Admin Meeting
  
• 1x Per Year – Participate in the All-Staff Retreat
• Christmas Eve + Easter Sunday Gatherings 
• Occasional evening and weekend work to support gatherings and special events. 

RELATIONSHIPS

• Reports to the Production Arts and Gatherings Director
  
• Works Closely with the Worship & Creative, Technical, and Communications Directors and Guest Services Coordinator 

BENEFITS

• Family Health/Dental Vision Insurance
  
• 2 Weeks Annual Leave
  
• 2 Weeks Sick/Safe Leave
  
• 4 Weeks Paid Maternity/Paternity Leave
  
• 10 Holidays
  
• 403(b) Plan with Employer Contribution and Match
  
• Employer-Provided Life & LTD Insurance