OFFICE MANAGER (Part-time, 25 to 30 hours per week)
East Brentwood Presbyterian Church (EBPC) is a mid-sized PCUSA church located on 10 acres at one of the most accessible corners in Brentwood, TN (just south of Nashville), with a three-star preschool, East Brentwood Children’s Academy (EBCA), for ages two through five. Founded in 1988 (preschool formed in 1999) EBPC has thrived during recent challenges, with increased participation through innovative programming, a renewed commitment to mission and service beyond the doors, investment in software and equipment, and building an online presence with streaming and a weekly podcast.
The Office Manager serves as a “hub” of coordination and communication between staff, volunteers, members, families, and the public, primarily serving the church. Responsibilities include general office administration, administrative support for the Pastor, facility management (with volunteers,) vendor/supplier and (rental) partner management, and communication tasks.
Ideal candidates will have experience, knowledge, a passion for fostering and prioritizing a collegial working environment, engaging all ages of adults, families, children, and youth, and for working with staff and volunteers to build and foster a vibrant, connected community.
OFFICE MANAGER ROLE AND RESPONSIBILITY SUMMARY
Pastor and worship support:
Administrative support for Pastor as needed to support the mission and ministry of the church. This includes stewardship (giving) year-round plan and Capital Campaign administration in tandem with accountant, helping to document Strategic Plan progress, and support for Master Campus Plan team.
With Pastor and staff, maintain a collegial, mission-driven, enjoyable work culture of humility and grace.
Weekly: Convene and participate in church staff worship and event planning sessions, prepare worship bulletins (proof, print and fold,) assist with worship digital graphics and content (google sheets, Canva) for screens, follow / review worship technical sheets, ensure that timely *communications tasks are being addressed / discussed in standing weekly meetings. Support worship volunteer recruitment / management.
Church attendance / engagement tracking and follow-up: Distribute Friendship (attendance) Pads, record attendance numbers for quarterly reporting, record visitor names and information, and ensure follow-up is assigned. Working with volunteers and Director of Faith Formation, help track all engagement metrics.
Support of the Session (similar to a nonprofit Board): Administrative support in coordination with Pastor and Clerk of Session (Board Secretary) including meeting communications, distribution and archiving of documents, room preparation.
Schedule and Document management: Filing, copying, printing, preserving meeting minutes and notes, locating historical / archived documents, saving current documents in correct (digital and physical) locations.
Hospitality and General Support (Daily): Serve as receptionist for visitors, complete building opening and closing tasks, manage sign-in logs, answer phone, sort and distribute mail. Office Manager is primary administrator of church Google calendar (internal and external), space coordination (church, preschool, partners), performs IT / Wi-Fi and copier troubleshooting, and ensures regular data backup. Support Accountant with invoice submission, expense reports, mailings, etc.
Facility Management: Assess and implement cleaning and maintenance needs; serve as primary liaison and manager of janitorial service; notify Pastor and facility volunteer(s) of issues or repair needs for grounds, building, equipment, machines, and hire and oversee vendors as needed for such repairs and maintenance (plumbers, electricians, equipment) including soliciting estimates if substantial. Schedule annual fire inspections, fire extinguishers, pest control, etc. Oversee volunteer Property Clean-up days.
Supplies: Inventory and order supplies for office, equipment (such as copier,) cleaning, kitchen, grounds, prioritizing cost savings where possible.
Communications: Following the *Communications Plan, administer and execute accordingly, such as: weekly worship document proofing, posting; calendar updates; assist with text message pushes or eblasts; help manage image sources; make social media posts according to calendar plan; website updates conveyed; change church sign and order banners; communicating birthdays; etc.
Personnel and Compliance: Support Pastor/Head of Staff and Personnel Committee administratively. Working with Director of Faith Formation, ensure documentation of compliance with the Child Protection Policy, administer and track policy, training and criminal background checks for all EBCA and Church staff and volunteers in contact with children (EBCA, nursery, Sunday School). Compile job applicant documentation, administer and file employment documents. Manage Liability Insurance. Update emergency procedures, and coordinate with the Personnel Committee Chair on the timely completion of the Compliance Calendar.
Partners: Other organizations rent EBPC buildings and the Office Manager serves as the primary liaison for regular communications as needed, and is responsible for maintaining constructive relationships. Needs include informing partners and church / preschool staff of facility logistics, hours, needs, and requests.
Volunteer administration: Working with Pastor and Director of Faith Formation, assist in recruiting and retaining volunteers. Manage Signup Genius lists and create new, as needed. In the course of performing job responsibilities, seek to identify potential volunteers.
Database / Website support: Member / Visitor and marketing databases and website are currently handled by another employee. Office Manager supports the integrity of information by consistent website review and revision commendations, providing additions (visitors), new information, volunteer interests, and more.
KNOWLEDGE/EDUCATION, EXPERIENCE, AND QUALITIES:
Some college, or Associates / Bachelor’s Degree or equivalent experience in office administration, preferably at a church, school, or nonprofit. Five years’ experience is preferred.
Microsoft Office required: Excel, Word, PowerPoint, mail merge (Excel to Word) for mailings. Google Calendar (internal and external), G-suite, Drives, Docs, Sheets. Experience with Realm software is a plus.
Top candidates will exhibit flexibility in a dynamic environment, and demonstrate a positive, collegial, open-minded, and collaborative attitude.
Experience in communication and marketing execution and administration, and volunteer management is a plus.
Experience working at a church or nonprofit organization is preferred, and experience in community building, nonprofit startups, or new church development (plant) is a plus.
COMPENSATION, CLASSIFICATION and SCHEDULE
The Office Manager position will be part time regular employee, paid on an hourly basis of approximately $23.00 - $25.00 per hour depending on experience and qualifications.
This position is for between 25 and 30 hours per week, 50 to 52 weeks per year (paid hourly) with 2 weeks equivalent PTO. More flexibility occurs during the summer. Work is within the hours of 8:00 and 3:00 Monday through Friday with exact times and days to be worked out with the Pastor, ideally five days a week. New hires agree to (paid hourly) attend and support a Sunday worship service and activities in person twice a year, if not more often.
This description is for hiring purposes and is not an exhaustive list of all responsibilities, skills, duties, requirements, or working conditions associated with this position.
It is the policy of the Church to provide a work environment for all of its employees that is free from discrimination and harassment based on race, color, national origin, religion, sex/sexual orientation, age, disability, genetic information, pregnancy, or any other characteristic protected by law and within the doctrine of the Presbyterian Church. To this end, the Church will comply with and strictly enforce federal, state and local laws that prohibit discrimination or harassment based on the above listed protections. Employees who discriminate against or harass any employee based upon any of these shall be subject to disciplinary action, up to and including termination.