Position Description

The applicant is responsible for efficient and effective office administration, giving support to the Minister(s), and the UCOT Board of Directors, while maintaining a hospitable, positive, helpful, peaceful and confidential environment.

Candidate must be detail-oriented and organized, excellent at multi-tasking, able to prioritize, be self-motivated and able to work well with others. Candidate must be willing, ready, and available to keep the ministry thriving and sustained.

• Position: ASSISTANT MINISTER (UCOT) Unity Church of Truth, North York, Ont.
• Hours: Full-time including part-time Sundays
• Compensation: TBD

Essential Functions:

GENERAL ADMINISTRATIVE

• Provide a hospitable presence to visitors, guests and members.
• Administrative support for Minister and Board of Directors
• Attend all Board Meetings as Guest
• Assist Board Chair with Agenda
• Assist Board Secretary with Minute taking and distribution for review, approval and filing
• Liaison between all members in church
• Coordinate, recruit and train volunteers and over-see all projects
• Respond to emails in an expedient manner
• Proficient and fluent understanding of UCOT Bylaws, Articles of Incorporation, & ONCA

OFFICE MANAGEMENT

• Responsible for main office coverage, responding to phone calls, Canada post, emails, congregants and visitors.
• Ensure dependable office technology and supplies, including computer network, software tools, on-line services, telephone, mail distribution, CRM membership database, QuickBooks, Software4NonProfits, Elavon, WordPress Website, GoToMeeting etc.
• Input data to CRM data base, QuickBooks, Software4NonProfits and operate GoToMeeting and respective print outs, filings and mailings.
• Provide/Update changes/repairs as necessary
• Create, maintain and update content on website. Do daily website maintenance updates i.e. Plug-in updates and back-ups on/of UCOT website www.unitytoronto.ca as required.
• Organize, update, and maintain all church files, records, financial binders, Minute Books Membership information, Board T3010 information, and all government submissions i.e. Ontario Business Registry, CRA Charities Directorate etc. in both hard copy and electronic copies.
• Create electronic copies of older and historical church records as a ‘back-up’ to be kept on special hard drives.
• Oversee maintenance contracts and equipment purchases with Board approval
• Organize and maintain a clean office, shared kitchen and assembly room space and keep in a clean and orderly fashion.
• Organize and assist with Sunday Service ‘In-Person’ services and Board meetings
• Book and confirm event space and time with (Arkana Education)
• Room set-up, assist Minister with electronic set-up on GoToMeeting, attend to attendee’s needs, over-see and support Hospitality team volunteer(s) and volunteers
• Produce Annual reports and letters (Minister and Board approved) for members for Annual Membership Meetings etc., deliver monthly Financial Statements and reports for Board Treasurer and Directors’ Meetings and prepare and deliver documents for Bookkeeper at year-end (June 30th) in preparation of creating ‘working papers’ for the Chartered Accountant to do Financial Statements for Board review and submission to CRA. Candidate will be key communications person communicating between all parties, (Bookkeeper, Chartered Accountant, but always defers to ‘decision makers’ i.e. the full Board.
• Assist Board of Directors in creating Policies and Procedures and Internal Controls of ministry
• Create Annual Membership mailings via email and Canada post, print mailings, create Members’ packets for Annual Membership Meetings, and Application forms etc. as well as posting notification in emails and website.
• Arrange and co-ordinate Annual Members Meeting or any Special Member’s Meeting that arise with Board approval.
• Create regular bi-weekly newsletters via email. (LIVE links, RECORDED links and news related updates and affirmations to CRM list and Prayer Requests)
• Update CRM contact list as required i.e. new contacts and delete ‘unsubscribes’
• Financial data entry, QuickBooks, Cheque writing with 2 board signing signatures per Board approved Invoices.
• Responsible for receiving and recording donations (with Director) and safe keeping of donation envelops per each calendar year as received via telephone, Elevon, Canada Post or ‘in-person’ at services
• Send ‘Thank you’ notes to all donors via email or Canada Post in a timely fashion
• Send ‘Thank you’ notes to all donors through CanadaHelps.org (CH) online via CH
• Or any other donation site used by the church
• Responsible for calendar of Minister and Board of Directors

i.e. Board Meetings, Special Board Meetings, Membership Meetings, Special Membership Meetings and Board of Director Guests’ meetings etc.

• Complete letters of agreement with rental groups and/or prospective rental groups, follow rental policies (Calendar diaries for renewals) and procedures, deliver rental cheques, track rental invoices, receipts, payments with Board approval.
• File invoices co-ordinated with Cheque stubs and corresponding numbers along with Paid receipts
• Picking up Mail from Shoppers Drug Mart Canada Post and filing documents and/or making donation envelops for donations and filing and inputting data in software for non-profits program
• Other duties as required.

Marketing and Fundraising:

• Responsible for fundraising and marketing ideas and implementing them
• Putting together volunteer teams to assist you
• Posting Classes, Services and Events on Social Media and Church website
• Leading groups, facilitating classes and writing and presenting talks/classes
• Co-ordinate, Recruit, Lead and/or over-see online or in-person groups

i.e. Getting To Know Your UCOT Spiritual Family Online, One at a Time, 4-T Prosperity Program, Book Club, One Power Within You Program, etc. The Perfect Power Within You etc.

CORE COMPETENCIES

Communication Skills:

• Possess the ability to express thoughts and feelings clearly, openly, authentically, and spiritually. Communicate appropriately, according to the situation at hand.
• Spiritual and positive creative writing abilities and writing on behalf of the church, Minister and Board.

Interpersonal Skills & Volunteer Management:

• Demonstrate enthusiasm and initiative when interacting with the congregation at-large.
• Possess the ability to identify and solve problems, handle conflict, and engage in honest conversation.
• Pass on conflict situations to Board of Directors.
• Work well with church staff, the Board, Minister, congregation members, and volunteers.
• Provide direction, gain commitment, facilitate change, and achieve results through the efficient, creative, and responsible use of volunteers.

Creativity and Innovation:

• Generate new ideas for the church.
• Make new connections among existing ideas to create fresh approaches.
• Take acceptable risks in pursuit of innovation. Learn from mistakes.
• Use good judgment about which creative ideas and suggestions will work. (All under approval and direction of Minister and Board)

Administrative Skills:

• Understand and assist with budgeting, Governance, Bylaws, ONCA, resource management and planning.
• Implement policies. Amenable to supervision.

Integrity and Trust:

• Be seen as trustworthy by others.
• Practice direct, honest, and transparent

Communication:

• Keep confidences but report to Board and Minister.
• Admit mistakes. Operate with no hidden agendas.
• Respond to situations with honesty, diplomacy, constancy and reliability.

Hospitality:

• Generate a sense of hospitality and accessibility.
• Support a culture of welcoming and connection in the life of the ministry.

RELATIONSHIPS

• Puts God First in their personal life.
• Serves as a member of the staff and team
• Reports to and is accountable to Church Leadership i.e. Minister, UCOT Board of Directors and voting Members.

Prior Experience:

• Office management experience, preferably in a church or non-profit setting
• Demonstrated ability to work collaboratively and foster teamwork
• Proven ability to communicate effectively to diverse groups and across generations
• Get to know the members.
• Supporting Board of Directors and experience training & coordinating volunteers/employees
• Creating Financial reports/budgets
• Creative writing
• Public Speaking

Technology:

• Familiarity with Apple and PC environments
• Competency with database software, website hosting service (GoDaddy), Microsoft Office 365, Outlook, ACT CRM system, Software4NonProfits, GoToMeeting Platform, QuickBooks, Elavon, WordPress

Education:

• 4-year Bachelor’s degree, in any field preferred
• Grounded in Unity Spiritual Principles