Position Description

Calvary Baptist Church is a vibrant church of 350 - 400 people in the south end of Guelph. We are searching for an enthusiastic and capable individual to take on the role of Office Administrator. The ideal candidate is passionate about administration, has previous experience in this area, and is a self-starter and effective communicator. This is a vital role in supporting the Calvary Leadership as well as key volunteers. The person chosen for this role will work to ensure smooth administrative operations, maintaining a well-organized calendar and facility schedule, while being a primary point of contact for visitors and external groups. The individual serving in this role will have a heart for the ministry of Calvary Baptist Church and – ideally – attend Calvary Baptist Church. The successful candidate will agree with our Statement of Faith, Code of Conduct, and our Confidentiality Agreement.

• POSITION TITLE: Office Administrator
• REPORTS TO: Lead Pastor
• HOURS: Full-time, salaried position (32 hours/week)
  • Mon. - Thurs. 8:30 am - 4:30 pm
  • Occasional evenings or weekends may be required.

PRINCIPAL FUNCTION: The Office Administrator provides oversight and comprehensive support to ensure smooth office operations and efficient workflow. This role involves managing administrative tasks, organizing various office functions, assisting with communications and providing support in property/building management.

RESPONSIBILITIES (OVERVIEW) P = Primary, SH = Shared, SE = Secondary

Administration and Office Management (P)

• Answer and direct phone calls, take messages, and provide information as needed
• Manage office supplies inventory and place orders as necessary
• Ensure all office equipment is well maintained and service regularly
• Maintain and organize filing systems, both electronic and physical
• Track and organize distribution of keys and key fobs for staff and volunteers
• Maintain the NEWT phone system ensuring messaging is up to date, and updating extensions when necessary
• Update electronic sign as necessary
• Ensure that the Planning Center Online database is well maintained and up to date
• Prepare agreements for building or property use for outside organizations: such as, Home Schooling Group, Puslinch Soccer, etc. Ensure that all outside groups using the building have the appropriate Certificate of Insurance and that we have a copy on file
• Manage general church e-mail addresses
• Be familiar with Mail Chimp and assist in sending church-wide e-mails when needed
• Pick up and distribute mail as needed
• Work with staff and/or volunteers regarding the opening and closing of the building for outside bookings
• Renew yearly subscriptions for: CCLI, CVLI, ProPresenter, Amazon, Plan to Protect

Ministry Support (P)

• Process room booking requests from staff and volunteers ensuring that the church calendar in Planning Center Online, and the physical calendar are up to date
• Assist the Finance Team and Board with administrative tasks, such as: submitting not-for-profit annual returns to CRA (March), annual updates to the Board of Directors for CRA (July)
• Work with the Finance Administrator/Property Team to prepare annual insurance renewal documents
• Work with the Board/Church Clerk to assist in ensuring that all membership documents are up to date
• Provide support to Staff Leadership Team for church-wide functions/events (e.g. Kick Off Sunday) as needed

Staff Team (SH)

• Active participation in staff meetings (when requested), as well as staff team building events
• Maintain healthy and transparent relationships with Staff Leadership Team and Support Team members
• Value teamwork and keep team relationships a high priority

Other Duties (SE)

• It is recognized that other duties may be assigned from time to time by the Lead Pastor
• If time permits, assist the Children’s and Youth Director’s with Plan to Protect documents

QUALIFICATIONS

• Previous experience in an office environment in a similar role
• Excellent organizational and planning abilities with attention to detail.
• Familiarity with Microsoft Office (Word, PowerPoint, Excel) and with Planning Center Online (or similar church management software)
• An ability to multitask
• An ability to work independently with minimal supervision
• Able to work cooperatively with others, problem solve and offer solutions to enhance organizational effectiveness
• An ability to assess tasks and determine priority of tasks
• Have a positive presence both in person and on the phone
• Must be in agreement with the Statement of Faith of Calvary Baptist Church, the Code of Conduct, and other related documents
• Must be proficient in English

APPLY

If you are interested in applying for this position, please submit a resumé and cover letter to patrick@calvaryguelph.com. Only those individuals being considered for the role will be contacted.