Title: Office Administrator
Reports to: Minister
FLSA Status: Non-Exempt
Hours and schedule: Part-time. 30 hours per week, weekdays from late August to mid-June (42 weeks); and 15 hours per week for the 10 remaining summer weeks. There is some scheduling flexibility; work is in-person.
Start date: Available immediately
Pay rate: $26.00 to $28.00 per hour
First Parish in Waltham is a spirited, inclusive, liberal religious community comprising approximately 105 members and friends located in a historic building in downtown Waltham. Please visit our website to learn more about us: www.walthamuu.org
Position Purpose: The Office Administrator is the communication hub of the church's day-to-day operations and is responsible for a broad variety of functions with minimal guidance from the Minister. The Office Administrator coordinates all office functions including but not limited to: administrative and business communications, website maintenance, database management and record keeping, managing all rentals, and administrative support for the Minister, Board of Managers, and other congregational leadership.
Essential Functions
OFFICE ADMINISTRATION AND MANAGEMENT
- Performs office reception and clerical duties, including but not limited to routing mail, answering phones, receiving the public, copying, filing, correspondence
- Participates in team staff meetings
- Orders office supplies, maintains well-organized paper and electronic records
- Supports the production of a materials for weekly worship: printing Orders of Service and supporting documents for our Tech Team, creating name tags for worshippers, creating any other documents needed to support worship
- Scans and submits invoices to be paid to the church’s accounting firm
- Manages church calendars, including zoom calendar, and coordinates room reservations
- Maintains congregational awareness of security and fire alarm systems, key/access management policy, and emergency plans
COMMUNICATIONS
- Edits and produces weekly electronic newsletter and updates church website
- Maintains the church's membership database and supports Membership Committee members in tracking and contacting members and newcomers
- Updates the Parish membership directory electronically on a regular basis
FACILITIES MANAGEMENT
- Manages rentals: prepares contracts, provides access, communicates usage policies, and tracks payments; follows the booking procedures to facilitate communication with other staff and congregants involved in supporting the rentals. Acts as liaison to one-off renters and long-term tenants
- Programs the electronic front door to ensure that access to the building meets the needs of renters and congregants
- Programs the heat and /or air conditioning to ensure the comfort of those using the building as a meeting place
- Supervises and acts as a resource to part-time Facilities Coordinator
LEADERSHIP SUPPORT
- Provides administrative support to the minister, staff team, committees (e.g. Jones Partnership), and members of the Board as needed
- Coordinates and produces the First Parish Annual Report
Qualifications
- Demonstrable experience in office management, vendor relations, equipment contracts, ordering and maintaining office supplies
- Proficiency with MS Office, Google Workspace, database and content management software, Zoom; ability and motivation to learn new software and processes
- Basic troubleshooting skills with office machines and computer issues
- Knowledge of basic building operations
Core Competencies
- Maturity, flexibility, good judgment, and ability to learn
- Excellent communication skills
- Detail-oriented, prompt on follow-up and follow-through
- Skilled in managing multiple priorities while maintaining attention to detail
- Ability to work effectively in a collaborative environment with staff and volunteers
- Ability to maintain confidentiality and appropriate boundaries
- Strong leadership abilities and initiative
- Friendly, hospitable, helpful presence by phone and in person
- Aware of Unitarian Universalist Values and able to carry out the duties of the job in a way that reflects them.
Physical Requirements and Work Environment
The physical demands listed here are representative of those that must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations are considered to ensure individuals with disabilities can perform essential functions:
- Minimal physical effort is generally required to perform duties under typical office conditions. Vision requirements include the ability to read routine and complex documents and use a computer. Requires regularly carrying materials up to 10 pounds.
- Work is performed in busy office conditions, with regular interruptions to respond to requests for information or service. Workload is subject to predicted seasonal fluctuations.
Other Requirements
Criminal background, credit, and CORI checks will be required.
Salary and Benefits
The hiring range is from $26.00 to $28.00 per hour, commensurate with expertise and experience. May enroll in UUA health, dental, term life, and disability insurance plans with limited level of contribution from First Parish. Paid vacation, holidays, personal and sick days, and UUA retirement plan as enumerated in the First Parish employee policies.
NOTE: To complete your application, please send a resume and a cover letter or other statement to tell us a little about your interest in the position: why are you applying for this job, and what in particular interests you about it?
We look forward to hearing from you soon!
Job Type: Part-time
Pay: $26.00 - $28.00 per hour
Benefits:
- Dental insurance
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
People with a criminal record are encouraged to apply
Work Location: In person
