Description
The Administrative Manager is to help maintain daily and long-term organization of the Gethsemane campus. This position is dedicated to supporting the mission and vision of the church by ensuring the efficient and effective operations in areas including communications, worship, office management, and membership database. This role serves as the backbone of the church’s daily operations, fostering a well-organized, welcoming, and spiritually uplifting environment for staff, volunteers, guests, and congregants.
Communications
1. Create, design and print the church bulletins for all worship services, including funerals and weddings.
2. Create weekly worship reminders and news emails.
3. Update and edit the Gethsemane website, including the calendar and events page.
4. Submit and maintain the status of communication requests to the Westheimer Communications team.
5. Oversee communication to members during “special times”, including deaths, births, baptisms, 50+ anniversary, All Saints Sunday, etc.
6. Create and update content for outdoor digital signage, and update internal signage alongside ministry areas.
7. Create and update basic fliers and communication documents, alongside Communications team.
Office Management
1. Place orders for food service vendors, oversee the inventory, use and maintenance of pantry supplies.
2. Answer and return calls to members and visitors when appropriate or forward to ministry areas.
3. Send calendar requests for Gethsemane All-Staff events.
4. Maintain Gethsemane Events calendar.
5. Work with ministry areas and missional partners to maintain thorough and accurate information regarding key events taking place on campus in order to assist callers and visitors.
6. Maintain office/paper supply cabinet and order supplies/paper as needed, including finance envelopes.
Membership Database
1. Serve as record keeper in the Rock (or church database) for everything that affects a church member (death, baptism, change in any membership status, address, etc.).
2. Input new member information into The Rock.
3. Maintain and update groups, serving teams, event registrations, and all other aspects of data management in The Rock.
4. Support pastoral and congregational care communications, including: disseminate information regarding births, deaths, hospital discharges to staff and volunteers; and write and send notecards; and communicate updates with Westheimer Caring Ministry.
Worship
1. Coordinate, manage, and prepare worship space for services. This includes ensuring check in cards, donation envelopes, various documents used for specific services are prepped and ready for our ushers/greeters, and pews are set for services.
2. Coordinate cleaning and set up with Building Engineer and DTK (custodial services).
Additional Responsibilities
1. Attend weekly staff and worship meetings.
2. Attend All-Staff Chapel monthly.
3. Translate materials, as needed, alongside translators.
Requirements
Education:
1. High School Diploma or GED required.
Experience:
1. Experience with administrative tasks.
2. Proficient in Microsoft Suite, Canva, and basic understandings of database management.
3. Experience with Pages, preferred.
Talents:
1. Excellent written and verbal communication skills.
2. Team player with strong interpersonal skills.
3. Enjoy working with a diverse, multicultural staff and community.
4. Detail oriented.
5. Creative, organized and flexible.
6. Ability to prioritize work and manage multiple deadlines.
7. Familiar with the language and culture of the United Methodist church, specifically St. Luke’s – Gethsemane.
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