Office Administrator at First UU Church of San Diego in San Diego, California

Job Description:

Reports to: Director of Operations

Effective: September 1, 2024

Status: 30 hours/week

FLSA: Hourly / Non-Exempt

Job Summary

The Office Administrator position is essential to supporting the professional ministerial leadership of the congregation and ensuring the well-run workings of the office by also supporting the administration staff and volunteers. This position is central to creating a welcoming atmosphere for all in the office. Incorporate the church's mission and anti-racist/anti-oppressive focus into all areas of the position's essential functions and responsibilities. The Core Competencies listed below are considered essential for the fulfillment of this position.

Essential Functions (please note that the order of tasks demonstrates the order of priority for work plan)

Compiles, designs and publishes weekly "Window" newsletter weekly; weekly "Order of Service" and worship service Google slides for both Hillcrest and South Bay campuses; monthly "First Words" magazine; and the Annual Report; Orders of Service for Celebrations of Life as needed

Set up weekly worship livestream on YouTube and First UU website

Helps in tech booth for livestream, camera work and slides during Sunday worship

Fulfill requests for Administrative support from Lead Minister, Assistant Minister and the Director of Operations

Intentionally implement inclusive practices throughout all communications

Other Responsibilities

Prepare agenda, email notifications and taking/distributing minutes for weekly staff meetings

Provide supervision, training and back-up for volunteers assisting at front desk

Orders and stocks all office and janitorial supplies for both campuses

Oversees general mailbox voicemail and distributes voicemails as necessary

Process and distribute incoming and outgoing mail

Facilitate collection and submission of weekly time sheets for hourly staff

Publish quarterly membership directory

Maintain information for the Wheel of Life each year

Other duties as requested

Minimum Qualifications and Expectations

Strong attention to detail with minimal errors

Effective computer skills and knowledge of /experience with graphics, mail merge, database, and various software programs including Microsoft Office Suite, and specifically Outlook, Google Docs, Word, Excel, Publisher, Marq or Canva and Powerpoint; internet savvy

Strong customer service skills and pleasant phone manner

Basic Technology / IT skills and knowledge preferred

Strong time management skills, shows initiative and willingness to learn new tasks and help others

Values and commits to the work of becoming a more anti-racist/anti-oppressive/multicultural organization

Physical Requirements

Able to move freely in and out of different venues (patio work, share office space, various size rooms)

Must have the physical ability to lift and carry up to 30 lbs.

Able to speak in a public forum

Core Competencies

Organizing. Can gather and organize resources (people, materials, support) to get things done; can orchestrate multiple activities at once to accomplish a goal; strong computer skills; can use resources effectively, efficiently and creatively.

Planning. Accurately assesses the length and difficulty of a project; sets goals for work projects; breaks down work into process steps; develops schedules and task/people assignments; anticipates and adjusts for problems; pays attention to details and big picture; evaluates results.

Managing vision and purpose. Understands basic Unitarian Universalism; knows the mission of First UU Church of San Diego and understands how this position supports that mission.

Supports volunteers. Is able to support volunteers for a well-maintained office; delegates tasks appropriately to office volunteers; encourages volunteers in their work; maintains open and active dialogue with volunteers; communicates expectations and needs for projects clearly.

Managing conflict. Deals with problems quickly and directly; steps up to conflicts and sees them as opportunities; can read a situation quickly; focuses on listening; settles disputes collaboratively; finds common ground and encourages and gets cooperation.

Interpersonal relationships. Relates well to all kinds of people, inside and outside the church; builds appropriate rapport; builds effective and constructive relationships; uses diplomacy and tact; has training in multi-cultural understanding; is regarded as a team player, is self-aware and can set boundaries for her/himself in this position.

Trust and integrity. Is experienced as direct and truthful; keeps confidences; admits mistakes; adheres to an appropriate and effective set of core values during good and bad times; acts in line with those values; practices what he or she preaches.

Additional Information:

Must be able to work Sundays. Hours will be Sunday 9 am-12:30 pm; Monday, 9 am - 3:30 pm; Tuesday 8 am - 2:30 pm; Wednesday, 9 am - 3:30 pm; and Thursday 9 am - 4 pm

Salary commensurate with position and experience

Application procedure: Submit cover letter, resume and two letters of reference; Electronic submissions only (careersfirstuusd@gmail.com). Reference "Office Administrator" in the subject line. No phone calls please.

Benefits: Medical coverage, standard vacation and holidays per employee handbook.

All resumes will be held on file for consideration for 12 months from date of receipt.

Equal Opportunity At Will Employer.

First Unitarian Universalist Church of San Diego is committed to creating a diverse and inclusive community, and is proud to be an Equal Opportunity Employer and does not discriminate with regard to age, race, color, ethnicity, national origin, gender, gender identity, gender expression, sex, affectional or sexual orientation, marital status, abilities, socioeconomic status, spiritual practice or religious belief.

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