Office Administrator

The Office Administrator serves as the primary point of contact for church operations and communication. This role is responsible for organizing, coordinating, and publishing church information across platforms. The Office Administrator ensures administrative systems run smoothly and manages the distribution of content provided by ministry leaders.

The Office Administrator may also create and develop communication materials as needed; however, ministry and event leaders remain responsible for ensuring their event details, content, and materials are complete and submitted on time.

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Job Description

Hours: 20 Hours Per Week, Tuesday - Friday

Website Management

Publish website content provided by the Pastor and ministry leaders
Create or refine website content as needed to ensure clarity, consistency, and completeness
Maintain accurate and up-to-date website information, including events, calendars, and announcements
Post and manage all calendar events submitted by ministry leaders
Ensure all required event details are received before publishing, following up with ministry leaders as needed
Sync website calendar with Google Calendar and Planning Center
Maintain website functionality, including updates, link verification, and troubleshooting

Content & Communication Coordination

Receive event details, graphics, and media assets from ministry leaders
Verify submissions for completeness, clarity, and alignment with church standards
Communicate with ministry leaders when information or assets are missing or unclear
Create or supplement communication materials when needed to support ministry efforts
Organize and store media in a structured system
Publish approved content across website, social media, and communication platforms
Coordinate timelines to ensure content is posted in a timely manner
Request graphics or media support from the Creative Team when needed

Planning Center Management

Maintain and update member profiles, including discipleship steps, baptisms, and dedications
Manage workflows and collaborate with volunteer leaders to resolve issues
Process communication cards and distribute information to appropriate teams
Manage event registrations and transfer physical sign-ups into digital systems
Create and distribute newsletters using content submitted by ministry leaders, supplementing as needed
Continuously evaluate and improve Planning Center systems and processes

Communication

Compile and publish announcements using information submitted by ministry leaders
Create or enhance announcements when additional clarity or completeness is needed
Follow up with ministry leaders to ensure announcements are submitted on time
Send text notifications as requested by leadership
Create and print event materials using provided content and graphics, or supplement as needed
Prepare weekly announcements for services
Print and organize discipleship and growth materials

Office Management

Answer phone calls, respond to inquiries, and route communication appropriately
Maintain financial records, receipts, and documentation
Prepare monthly expense tracking spreadsheets
Follow up with staff for missing receipts
Retrieve receipts from vendors when needed
Organize and maintain administrative files

Additional Responsibilities

Compile and distribute weekly church newsletters using submitted content and media, supplementing as needed
Manage and publish social media content using materials provided by ministry leaders, or create posts when needed
Coordinate with the Creative Team when additional media support is needed
Distribute the KidVenture family newsletter in coordination with ministry leaders

Notes

The Office Administrator is responsible for coordination, organization, publishing, and supplemental content creation. Ministry and event leaders are responsible for providing complete, accurate, and timely content for their events.