What are the responsibilities and job description for the Administrative Coordinator position at Hinsdale United Methodist Church?
Please upload a cover letter and resume at https://www.hinsdaleumc.com/job-opportunities
Position Type: Part-Time (25 hours/week). While our typical hours are 10 am to 3 pm, we are flexible and can accommodate alternative schedules, such as 9 am to 2 pm each day or Tuesday through Friday from 10 am to 4 pm.
Reports To: Senior Pastor
Primary Focus: Operational Implementation, Relational Engagement & Systems Stewardship
Purpose of the Role
The Administrative Coordinator serves as the operational engine of the church. This role translates the vision of the Senior Pastor, Staff, and committee leaders into actionable results. The Administrative Coordinator ensures that the church’s systems—from database integrity to office management—function with precision and reliability. As a primary point of contact, this individual represents the church to the congregation, community members, and volunteers with warmth, professionalism, and a commitment to relational ministry.
Key Areas of Responsibility
1. Executive & Committee Administrative Support
Focus: Serving the Senior Pastor, Staff, and Committee Leaders.
- Provide administrative support to the Senior Pastor, Staff, and committee leaders.
- Manage calendars and schedule meetings for staff and committee leaders.
- Facilitate meeting logistics, including setting up Zoom links for committee and staff meetings.
- Proofread all church communications and print materials as needed (e.g., weekly bulletins, reports, etc.).
- Complete special projects and administrative tasks as requested by the Senior Pastor and leadership committees.
2. Database & Member Records Management
Focus: Ensuring accurate member information.
- Maintain the integrity of the Elexio database for all non-financial member data.
- Maintain detailed, accurate profiles for membership, attendance, and baptisms; ensure duplicate profiles are merged and records are kept current.
- Note: This role does not have access to the financial side of the database.
- Generate regular reports to support staff and committee needs.
- Maintain the church calendar for activities and committee usage, ensuring facility availability.
3. Financial Logistics
Focus: Transactional support.
- Process all cash and check donations received on Sundays and manage the weekly deposit.
- Coordinate directly with the Financial Secretary as needed to ensure the accurate transfer of information.
4. Facilities, Invoices & Vendor Operations
Focus: Maintaining the physical and operational space.
- Process and organize invoices and reimbursement requests for the Finance Team.
- Serve as the point of contact for church vendors, coordinating maintenance and services as requested by the Trustees.
- Coordinate building usage with external groups in partnership with the Trustees.
5. Office Management & Administrative Continuity
Focus: Ensuring smooth daily operations.
- Maintain and order necessary office supplies.
- Ensure administrative continuity by maintaining clear, organized digital and physical records on OneDrive.
- Manage church correspondence and communications logistics.
6. Relational Presence & Volunteer Leadership
Focus: Representing the church to the congregation and community.
- Serve as the primary "face" of the church, responding to inquiries (phone, email, visitors) with a welcoming and relational spirit.
- Collaborate with and support volunteers, recognizing that every interaction is an extension of the church’s ministry.
7. Other Duties as Assigned
Desired Qualities & Qualifications
- Operational Implementation: Highly skilled at turning directives into action; you enjoy seeing tasks through from initiation to completion.
- Relational Intelligence: A warm, proactive communicator who understands that you are the face of the church and maintains high standards for hospitality and volunteer coordination.
- Digital Competency: Proficiency in church management software (e.g., Elexio), video conferencing tools (Zoom), and cloud-based file management (OneDrive).
- Attention to Detail: Accurate in data entry (membership/baptism records), diligent in managing the financial deposit process, and thorough in proofreading communications.
Accountability & Evaluation
The Administrative Coordinator reports directly to the Senior Pastor. Performance will be assessed through regular weekly supervision meetings and an annual performance review. Success in this role is measured by the operational efficiency of administrative systems, the accuracy of database management, the effectiveness of support provided to staff and committee leaders, and the quality of relational engagement with the congregation and community. Progress and feedback will be shared with the Staff-Parish Relations Committee (SPRC) during regularly scheduled meetings.
Pay: $21.00 - $29.00 per hour
Work Location: In person
Salary : $21 - $29