ADMINISTRATIVE SPECIALIST WORSHIP ARTS

RESPONSIBILITIES

• Serve as the central administrative and operational resource for Worship Arts, supporting Traditional Worship, Contemporary Worship, Technical Arts, and other St. Luke’s worship ministries and campuses as assigned.
• Maintain the comprehensive Worship Arts calendar and coordinate schedules, rehearsals, services, concerts, events, recording needs, spaces, and other ministry activities.
• Coordinate project plans, timelines, deliverables, responsibilities, and logistics for weekly worship and major initiatives, including Advent, Christmas, Lent, Holy Week, Easter, concerts, worship nights, and other special services.
• Serve as a primary administrator of Planning Center Online, maintaining service plans, templates, teams, schedules, volunteer information, and departmental workflows.
• Coordinate weekly worship information and resources, including music, liturgy, Scripture, special elements, guest participants, announcements, graphics, video, presentation materials, and technical requirements.
• Coordinate service and production details across Worship Arts, including rehearsals, call times, production assets, run-of-show information, visual and environmental elements, and communication of changes.
• Coordinate worship logistics for Communion, recognition Sundays, guest artists, seasonal worship elements, and other special moments, including necessary supplies, volunteers, setup, and preparation.
• Anticipate scheduling conflicts, resource needs, missing information, and other potential issues and work proactively with ministry partners to resolve them.

• Provide administrative support to the Directors of Traditional Worship, Contemporary Worship, and Technical Arts and their respective choirs, ensembles, musicians, contractors, and volunteer teams.
• Maintain accurate participant, volunteer, and contractor records, including rosters, contact information, attendance, availability, schedules, contracts, and required documentation.
• Coordinate participation, scheduling, and communication for choirs, musicians, accompanists, section and vocal leaders, instrumentalists, guest musicians, contractors, and Technical Arts volunteers for worship services, rehearsals, concerts, and special events.
• Ensure Worship Arts participants have timely access to schedules, sheet music, rehearsal tracks, recordings, Planning Center resources, service information, and other materials needed to serve effectively.
• Maintain Worship Arts music libraries, rehearsal resources, digital assets, departmental archives, and other physical and digital resources.
• Coordinate music ordering, copyright licenses, permissions, and appropriate licensing for live, streamed, recorded, and special-event music usage.
• Support the recruitment, onboarding, scheduling, training, development, and retention of Worship Arts volunteers, partnering with Worship Arts Directors to identify needs and create a welcoming and well-supported volunteer experience.

• Serve as a communication bridge between Worship Arts, clergy, Communications, Facilities, Finance, and other ministry partners, ensuring information is accurate, timely, and accessible.
• Coordinate Worship Arts information needed for bulletins, digital communications, websites, promotional materials, and other church communications.
• Maintain organized departmental records, shared drives, templates, service documents, contracts, filing systems, and documented workflows to support continuity and effective collaboration.
• Prepare meeting agendas, document decisions and action items, and provide appropriate follow-up to support department priorities.

• Support Worship Arts Directors with departmental budget tracking, monthly review, reconciliation, and stewardship of ministry resources.
• Process and maintain documentation for purchases, invoices, check requests, reimbursements, contracts, contractor payments, and other financial transactions in coordination with Finance and HR.
• Coordinate vendors, quotes, purchasing, supplies, inventories, and other departmental resource needs.

• Participate actively in Worship Arts meetings, staff meetings, staff chapel, and other church-wide gatherings as appropriate.
• Build collaborative relationships across departments, campuses, and worship expressions and provide administrative and operational support where assigned.

• Maintain confidentiality and exercise appropriate discretion regarding personnel, financial, volunteer, and ministry matters.
• Demonstrate flexibility during significant worship seasons and assist where needed to accomplish shared ministry goals.
• Support the mission, theology, and inclusive values of St. Luke’s United Methodist Church and The United Methodist Church.
• Perform other duties as assigned in support of the overall worship and ministry life of St. Luke’s.

QUALIFICATIONS

• Strong administrative, organizational, and project-management skills, with exceptional attention to detail and the ability to manage multiple projects, deadlines, and competing priorities simultaneously.
• Excellent written and verbal communication skills.
• Demonstrated ability to work collaboratively with clergy, staff, musicians, choir members, technical professionals, volunteers, and contractors.
• Experience with Planning Center Online preferred; ability and willingness to become highly proficient required.
• Comfort with technology, shared digital workspaces, and ministry management systems.
• Familiarity with live worship, music, choir, or production environments strongly preferred; working knowledge of worship music and musical terminology is helpful.
• Familiarity with ProPresenter is beneficial, but technical engineering expertise is not required.
• Experience working with volunteers and developing positive volunteer relationships.
• Strong problem-solving skills and the ability to anticipate needs rather than simply respond to them.
• Ability to maintain confidentiality and exercise sound judgment.
• Bachelor’s degree or equivalent combination of education and relevant experience preferred.
• Availability for occasional evenings, weekends, concerts, and major seasonal worship services as ministry needs require.