Grace United Methodist Church

Office Administrator Grace United Methodist Church

Status and Hours: Part-time—up to 15 hours per week.

Position Description
The Office Administrator will oversee administrative functions, calendar management, church-wide communications, and volunteer assistance within the Grace UMC office.

Primary Objective
Through effective use of the office and IT resources at Grace UMC, the Office Administrator will ensure that the Grace staff and volunteers have the needed support to lead the congregation faithfully in making disciples of Jesus Christ.

Major Areas of Responsibility

  • Coordinate office activities and operations to secure efficiency and compliance to Grace UMC policies
  • Maintain and coordinate all event and facility usage calendars for Grace UMC, Grace Recovery Ministries, and Grace Educational Ministries
  • Manage phone calls and correspondence that come through the Grace UMC office (e-mail, letters, packages, etc.)

Specific Responsibilities

  • Attend all Leadership Team meetings
  • Meet weekly with the Lead Pastor for support and supervision
  • Track and/or coordinate office supplies inventory and place orders
  • Create and distribute Grace UMC communication including:
    o   Weekly Worship Bulletins (including online editions)
    o   Weekly “Grace Notes” updates to congregation
    o   Monthly Grace UMC Newsletter (print and online)
    o   Paper signage
    o   Other print material as required
  • Supervise administrative volunteers and divide responsibilities as needed
  • Create and update REALM church management software records and databases with membership information and other data
  • Manage building security including door access/schedule and individual access fobs and keys (subject to written policies created by the Governance Board)
  • Assist Grace UMC staff and volunteers as needed


  • Growing in love of God and others through living out the Three Rules of Methodist Societies:
    o   Do no harm
    o   Do good
    o   Do the things that keep a soul in love with God
  • Willing to undergo a standard criminal background check and complete training on Grace UMC’s child and youth protection policies
  • May choose to work from home with after-hours time in office
  • Enjoys learning
  • Team player
  • Organized and detail-oriented
  • Flexible
  • Problem solver
  • Confidentiality is a must!
  • Self-motivated in managing work flow and time

Required Knowledge, Skills and Abilities

  • Proficient in Microsoft 365 Office Suite as needed to accomplish work
  • Comfortable using (or learning) Haley’s Lock, Safe & Key Service software
  • Comfortable using (or learning) Zoom, Planning Center, and other electronic collaboration tools
  • Effective written communicator over e-mail or crafting print announcements
  • Able to be polite and present when conducting business over the phone

Suggested Schedule of Responsibilities (For Guidance)


  • Manage office voicemail
  • Manage office e-mail correspondence
  • Create and print the weekly worship bulletin
  • Keep REALM database current according to available information
  • Send out Grace Notes e-mail update (currently via REALM; may use a different tool in the future)
  • Send Sunday worship links to congregation
  • Coordinate drop-off of altar flowers with florist
  • Input routine announcements on Planning Center
  • Update fob access to the building according to policies established by the Governance Board


  • Compile, edit, print, and send the Grace UMC monthly newsletter
  • Order office supplies to replenish inventory

As needed

  • Create Grace UMC Stationery (note cards, letterhead, envelopes, business cards)
  • Request print and copy count for the Bookkeeper
  • Request toner cartridges from Gordon Flesch and replace as needed
  • Respond to requests for information
  • Forward requests for pastoral care, assistance and building access to the Lead Pastor

Responsibilities excluded: Upkeep of Grace UMC website and Facebook page


Reports To: Lead Pastor

Serves On: Grace Leadership Team (voting member)

Direct Reports: Volunteer ministry teams working in Grace UMC office


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