Administrative Coordinator at United Methodist Communications Columbia, TN

Position Summary The Administrative Coordinator serves as the front office manager and operational hub for Columbia First UMC, managing event logistics, coordinating administrative details across multiple staff and ministries, and removing administrative burdens from ministry staff so they can focus on spiritual leadership and program excellence. This role is essential to the church's 2026-2028 strategic initiative, enabling sustainable growth through professional operations management. Primary Responsibilities Event & Project Management (35%) Logistics point person for church events from planning through execution (vendors, supplies, timelines, setup/teardown, parking, signage, etc.) Coordinate with ministry directors to ensure events have proper administrative support Create and maintain event planning templates, checklists, and timelines Serve as primary point of contact for external vendors and service providers Ensure events run professionally with appropriate follow‑through Sunday Hospitality & Guest Services (15%) Provide on‑site administrative support during Sunday morning worship services Coordinate Sunday nursery volunteer scheduling and check in with volunteers during worship Oversee and support hospitality and guest services volunteer teams Serve as the face and voice of the church for guests and members Handle Sunday morning operational needs so pastoral staff can focus on worship and people Ensure seamless guest experience and follow‑up in coordination with the Associate Pastor(s) Administrative Hub & Operations Support (30%) Provide executive assistance to the Senior Pastor (calendar management, meeting preparation, correspondence, priority coordination) Field and route administrative questions so staff can focus on ministry (office supplies, facility issues, vendor contacts, community members, assistance requests, process questions) Support ministry directors (Children's, Youth, Creative) with scheduling, coordination, and administrative tasks Handle routine correspondence, forms processing, and documentation Coordinate insurance questions and facility use requests with Facilities Director Serve as backup for finance and facilities staff when needed Other duties as assigned to support church operations and ministry effectiveness Systems & Process Management (20%) Support implementation and transition of church systems (database, email, phone/text, etc.) Document processes and create operational guides for key church functions Identify and resolve administrative bottlenecks before they become problems Maintain organizational calendars and coordinate scheduling across staff Coordinate volunteer scheduling for major events and administrative needs Ensure effective information flow between staff, volunteers, and congregation Qualifications Essential Skills & Experience Proven project management ability with experience coordinating multiple events or initiatives simultaneously Strong organizational systems: you naturally create order, follow through reliably, and track details others miss Professional communication: clear written and verbal skills with ability to interact confidently with vendors, volunteers, and congregation Technology proficiency: comfortable with Microsoft Office/Google Workspace, church databases, and learning new software quickly Problem‑solving orientation: you identify issues early and resolve them independently without creating drama Ownership mentality: you take responsibility for seeing things through to completion Public‑facing skills: comfortable being the welcoming face of the church to guests and members Preferred Experience 3+ years administrative, operations, or project coordination experience Event planning or hospitality industry background Experience in nonprofit, church, or volunteer‑dependent organization Familiarity with church management software (Planning Center, ChurchTrac, etc.) Personal Characteristics Self‑directed: minimal need for detailed instructions; you figure out what needs to happen and make it happen Calm under pressure: churches have lots of moving parts; you keep things running smoothly without stress affecting quality Team player: supportive of ministry staff, willing to pitch in where needed Detail‑oriented: nothing falls through the cracks on your watch Emotionally intelligent: able to work with diverse personalities and navigate church dynamics with grace Comfortable with church culture: understanding of (or willingness to quickly learn) how churches operate Schedule & Working Conditions Schedule: 30 hours per week. Sunday: 8:00AM– 12:00PM (4hours). Monday–Thursday: 8:00AM– 3:00PM with lunch break (6.5hours per day). Occasional additional evening or weekend hours for major church events (with advance notice). Work Environment: Church office setting with standard office equipment. Sunday morning presence in worship and hospitality areas. Interaction with staff, volunteers, vendors, and congregation members. Fast‑paced environment during major event seasons. Collaborative team atmosphere with ministry‑focused colleagues. Physical Requirements Ability to sit or stand for extended periods for computer work Occasional lifting/moving of supplies or event materials (up to 25lbs) Walking church facility to coordinate logistics and support events Standing and greeting guests during Sunday morning services Columbia First United Methodist Church is proud to be an equal opportunity employer. #J-18808-Ljbffr