Congregational Administrator

Position Basics

Reports to: Minister

Status: 32 hrs/week, non-exempt employee

Salary: $26/hr 

Type: Manager (Size B, Geo Index 5 per UUA guidelines)

Benefits: Health insurance; vacation and sick leave; retirement contributions; professional expenses

Position Overview

The Congregational Administrator serves as the operational "central brain" and the "welcoming hands" of the congregation. This role ensures the mission of UUSLO is supported by efficient daily operations, robust financial oversight, and hospitable facility management. The Administrator is a key relational link between staff, lay leadership, and the wider community.

As a vital hub, the Administrator connects members, staff, committees, the Minister, and the Board to each other and to the information they need. You are the primary face of the congregation for renters, vendors, and neighbors, requiring a blend of high-level organizational skill and a grounded, relational presence.

Key Responsibilities

• Relational Hub & Office Operations
• Reception & Hospitality: Act as the primary face and voice of the office, providing a warm, grounded presence for members, visitors, and vendors.
• Communications Hub: Direct inquiries to the appropriate staff or lay leaders and manage the flow of congregational information.
• Committee Support: Provide "administrative scaffolding" for lay-led committees, helping them navigate church systems, policies, and room reservations.
• Office Stewardship: Maintain a functional, organized, and professional office environment; manage supplies and equipment.

Financial Support & Stewardship

• Clerical Accounting: Process accounts payable, manage weekly deposits, and provide coded details to the contract bookkeeper for reconciliations; produce month-end financial reporting and resolve discrepancies.
• Payroll & Benefits: Manage payroll and payroll tax processing, maintain accurate time records, and administer employee benefits.
• Compliance: Prepare financial summaries for the Minister, Board, and Finance Committee; ensure records are maintained according to non-profit standards
• Stewardship Support: Coordinate the administrative side of the annual pledge drive, special auctions, and contribution statements.

Personnel & Supervision

• Direct Supervision: Provide supervision, regular feedback, and annual evaluations for the Facilities & Event Assistant and the Bookkeeping Contractor.
• Staff Support: Act as the point of person for building access, administrative onboarding, and HR records.

Facility & Systems Management

• Master Calendar: Manage the church calendar to balance internal ministry needs with external community rentals.
• Rental Management: Oversee the full rental lifecycle for short-term rentals: inquiries, contracts, scheduling, invoicing, and coordination with the Facilities & Event Assistant
• Vendor Relations: Coordinate building maintenance, inspections, and repairs; maintain a log of completed and upcoming projects.
• Technology Administration: Manage Google Workspace, the congregational database (Aplos), and office infrastructure (computers/networks).

Work Schedule

• Monday–Friday: On-site during standard business hours.
• Sundays: On-site for one Sunday service per month to maintain a connection with the congregational experience (with equivalent time off scheduled the following week).

Competencies

• Systems Thinker: A "problem solver" mindset with a track record of taking a concept from idea to implementation and creatively solving problems.
• Relational Leadership: Enthusiasm for engaging with people; demonstrates attentive, empathetic leadership and builds authentic relationships across lines of difference.
• Operational Excellence: Ability to manage a high volume of work with efficiency, attention to detail, and the ability to prioritize competing tasks.
• Discretion & Maturity: High level of appropriate judgment and sensitivity in managing confidential personal, financial, and emotional matters.
• Collaborative Spirit: Includes others in planning and decision-making; possesses the willingness and ability to ask for help and learn from feedback.
• Mission-Driven: Deeply supports the values of Unitarian Universalism and can administratively foster UUSLO’s vision for the future.

Qualifications

• Experience: Minimum of 3 years in office management or an equivalent professional role; experience in non-profit or faith-based organizations is highly preferred.
• Supervisory Background: Proven experience in personnel and volunteer management, including providing feedback and evaluations.
• Financial Literacy: Direct experience in bookkeeping or financial management; familiarity with accounts payable and payroll processing.
• Technical Proficiency: High competency with Google Workspace, Excel, and MailChimp. Experience with congregational databases (like Aplos) is a significant plus
• Communication: Excellent verbal and written communication skills with a focus on collaboration and follow-through.
• Professional Affiliation: Commitment to maintaining active involvement in the Association of Unitarian Universalist Administrators (AUUA).

Benefits

UUSLO offers generous benefits including paid vacation and sick time, retirement benefits, and health insurance.The position also includes an expense fund for professional development opportunities.

Application Process

Applications are reviewed on a rolling basis. UUSLO is an equal opportunity employer and values a diverse, inclusive workplace.

Send resume and cover letter highlighting your experience managing complex operations and your approach to maintaining a warm, professional presence to Rev. Brigitta Vieyra at minister.uuslo@gmail.com.