Program Administrator job posting

Would you like to work for a small but dynamic organization seeking to enrich the lives of the people of Wilmington and its surrounding area? We are seeking a part-time Program Administrator to work in our office, preparing and managing communications with our members and with the city, and helping further the mission and outreach programs of the church.

Please send your resume and cover letter to jobs@firstandcentral.org.

September 27, 2021

Position Description

The Program Administrator handles administrative duties that ensure smooth and efficient operations of the church. Under supervision of the minister/head of staff, the program administrator works with minimal supervision in a one-person office to support the staff, church volunteers and committees. The program administrator also facilitates communications with members of the congregation, third-party users of the church building, other churches, nonprofit organizations, and the public at large. This is an on-site, part-time position of approximately 20-24 hours per week. Hours are flexible in consultation with the head of staff.

About First and Central Presbyterian Church:

Located on Rodney Square in downtown Wilmington, First and Central (F&C) is a congregation of the Presbyterian Church (USA) with a strong congregational life, robust music program, progressive theology and a firm financial foundation. An inclusive church committed to social justice, we live out our vision through community outreach, advocacy, and housing like-minded organizations in our building. Our approximately 165 members reside throughout the tri-state area. We have two full-time staff members, five part-time staff members, and numerous volunteers.

Primary duties:

  • Manages the administrative office including: answering the phone, directing calls as appropriate, and taking messages; handling incoming and outgoing mail; maintaining adequate inventory of office supplies; photocopying documents and preparing correspondence as required; maintaining electronic and hard-copy files of church documents; ensuring office equipment is properly maintained and in good working order.

  • Manages preparation and printing of the weekly Sunday worship service bulletin (liturgy), plus liturgies for special services (Christmas, Easter, etc.) following the established format. Produces print and on-line versions, ensures a sufficient quantity is produced before each service, and contributes content as directed for such things as contacts, calendar items, announcements, etc.

  • Coordinates preparation and dissemination of church communications. Gathers content for and provides content as directed, formats, distributes blast emails 2-3 times per week. Ensures that members without email access receive hard copies via the USPS. Prepares large-scale USPS mailings, (newsletters, stewardship campaign) as needed.

  • Maintains and regularly updates the church directory of members and friends in electronic file and hard-copy formats. Ensures information is current, accurate and consistent among the hard-copy directory, the online directory, and mailing lists. Produces and makes available a hard-copy directory as directed at least twice a year.

  • Maintains and regularly updates mailing lists that can be used for emails and USPS mailings (labels or envelope printing). Maintains separate categories of recipients (members, friends, visitors, etc.) that can be used to send targeted messages to specific groups or single messages to everyone without duplication.

  • Facilitates and schedules meetings and/or programs held by staff, church committees and volunteers, and third-party groups who use the church building. Maintains on-line church calendar and ensures staff members are aware of any changes.

  • Coordinates with building management staff on event planning for church functions (receptions, luncheons) and for 3rd party uses such as concerts, weddings, funerals, etc.

  • Maintains a list and schedules volunteer lay readers for Sunday services & other events.

  • Maintains familiarity with the mission, programs, practices, policies, and procedures of F&C and the PC USA.

  • Coordinates travel arrangements for guest speakers and assists the Pastor Nominating Committee with scheduling candidate interviews as needed.

  • Keeps staff informed of any congregation or public issues as the need arises.

  • Performs other duties as assigned.

Qualifications:

  • High School diploma minimum

  • At least 3 years of administrative experience

  • Strong interpersonal skills; collegial, collaborative, people-oriented with can-do attitude, while also professional with calm demeanor

  • Strong verbal and written communication skills

  • Able to produce high-quality, accurate work with attention to detail, spelling, grammar, punctuation, etc.

  • Ability to use judgement & discretion in handing sensitive or confidential information

  • Ability to interact with diverse groups of people with a wide variety of backgrounds, in person and on the phone

  • Embraces F&C’s vision, mission, and commitment to inclusion and social justice

  • Excellent time management skills; flexible and able to prioritize and handle multiple tasks concurrently, sometimes on tight deadlines.

Technical Skills:

  • Proficiency with Microsoft Word required; Excel & PowerPoint experience desired

  • Experience using G-Suite (Gmail, Google Docs, shared drives, filing, online storage)

  • Experience maintaining membership databases (Excel) & mailing lists, and in creating, posting, and sharing content on social media, especially Facebook and YouTube

  • Familiarity with web-based communications systems (MailChimp, Calendaring system, etc.)

  • Familiarity with website management and production software

Other:

  • Compensation commensurate with experience

  • First and Central is an Equal Opportunity/Affirmative Action employer.