Position Description

Church Administrator

Hope Church Innerkip | Innerkip, Ontario
Employment type: Permanent, full-time
Hours: 35–40 hours per week, to be confirmed
Reports to: Lead Pastor

About Hope Church

Hope Church exists to introduce people to Jesus, deepen our faith, and serve others at home and around the world. In addition to church services on Sundays, our building supports our mission by hosting weekly ministry groups and community programs. 

About the Role

At Hope Church, our Administrator is our organizational “hub of the wheel.” Our administrator supports staff, elders, ministry leaders, volunteers, and other building users with clarity and care. This role brings together people, information, schedules, and practical details so ministry can happen well. The work includes both planned projects and daily requests that may interrupt them. 

The Church Administrator will have responsibility across four connected areas:

General Administration

• General Administration is our way of describing the ‘catch-all’ part of the role. It includes helping our staff and volunteer teams in areas like:
• Being the first point of contact for someone entering the church during the week
• Maintaining church information, particularly in Planning Center Online and Google Drive.
• Managing registrations for church events, programs, and ministry opportunities.
• Supporting staff with the administrative setup and follow-through for ministries and events.
• Keeping records that are accurate, current and organized
• Following up on requests and helping staff and ministry leaders receive the information and materials they need.
• Helping identify administrative processes that could be clearer, more consistent, or more efficient.

Building management

• Managing the building is a key part of this role, especially as our church continues to grow. Some tasks associated with that responsibility will include: 
• Managing the church building calendar and coordinating room bookings, rentals, and ministry use.
• Problem-solving conflicting requests or scheduling 
• Communicating expectations for room setup and cleanup
• Coordinate cleaning and maintenance schedules and communicate building needs to the appropriate people.
• Resetting rooms when it’s required 
• After onboarding and learning Hope Church’s building, commitments, and decision-making approach, the Church Administrator will need to make routine booking and scheduling decisions on their own.

Digital and Administrative Communications 

• Although Hope Church does employ a digital communications specialist, the administrator should know how to work in and use various digital spaces so they can:
• Prepare and send regular church-wide emails. 
• Use Mailchimp to manage email lists and distribute communications.
• Create routine administrative materials using tools such as Canva and Google Workspace.
• Work with the Digital Communications Specialist when a communication needs greater creative or strategic direction.
• Help ensure that information shared with the congregation and building users is timely, accurate, and clear.

Volunteer administration and support

• As Hope Church grows, we want to ensure that our volunteers are well coordinated and cared for. Although each ministry area is responsible for looking after the health of their teams, the administrator will support ministry leads by:
• Coordinating administrative steps for volunteer onboarding.
• Maintaining volunteer records
• Preparing and distributing some volunteer schedules.
• Ensuring volunteers receive the information and resources they need to serve well.
• Helping communicate appreciation and care for volunteers, and raising recurring administrative concerns to the appropriate ministry leader.
• Expecting Interruptions is Important to Your Success 

We know a church administrator’s day rarely runs in a straight line: a phone call, a quick stop at the desk, or an urgent email can turn a 20-minute task into a two-hour one. We're not only okay with that; we know it’s part of caring for a busy church community, and the role makes room for those moments with patience, good judgement, and a sense of humour.

One way we try to keep the workload realistic is by suggesting only planning 15–20 hours of tasks each week, with the remaining time available for the people, questions, and building needs that arise along the way. We know that in the event that you find yourself with more time than you expected, there’s always more work to be done. Therefore, if you’re a person who is likely to struggle with constant interruptions, it might be worth considering whether or not this role is a fit for you. 

Qualifications and Experience

The successful candidate will bring:

• A strong and active Christian faith and the ability to affirm Hope Church’s Statement of Faith and values.
• Excellent organizational skills, attention to detail, and consistent follow-through.
• Strong interpersonal and written communication skills.
• Good judgement, emotional maturity, discretion, and a clear understanding of professional boundaries.
• The ability to plan work, respond calmly to interruptions, and adjust priorities as needs change.
• Confidence working independently and collaborating with staff, volunteers, and community partners.
• Strong general computer skills and a willingness to learn the church’s systems.
• Experience in administration, office coordination, facilities scheduling, volunteer coordination, or communications would be an asset. Familiarity with Planning Center Online, Google Workspace, Microsoft Office, Mailchimp, Canva, or QuickBooks would also be helpful.

Hope Church attendance or membership is not required. Candidates who already attend Hope Church should be able to maintain appropriate professional boundaries in their work relationships.

Schedule and Work Environment

The position is primarily in person, with an anticipated 90–95% of work taking place at the church during the daytime. Regular work will generally include weekday office hours and Sunday mornings. Some flexibility may be needed for staff meetings, major events, seasonal ministry demands, and building needs.

The final weekly hours and schedule will be confirmed before the position is posted.

Application Process

Please submit a cover letter and résumé to Pastor Mike Wasyluk at mike@hopeinner. Interviews will take place as applications are received, and the position will remain posted until it is filled.