Administrative Office Coordinator

Administrative Office Coordinator

Full-time Position

Salary Range: $40,000 - $50,000.00 per year

Church Demographics

Zoe Center is in Whittier, CA, which is part of Los Angeles County. Zoe is a non-denomination church, with a family cultured atmosphere. Zoe’s mission is to Help people change their lives for God’s purpose”. Zoe Center was established in 1989 and has a rich history and a heartfelt passion for touching and impacting lives.

Position Summary: The Office Coordinator for Zoe Center provides administrative support to the Senior Pastor, Administrative Staff/Volunteers, Ministry Leaders, Church Members (under the direction of the Chief Operations Office); coordinates Administrative Office, facility scheduling, and special events; and partners with the staff and congregation in fostering a climate of hospitality and support.

Essential Responsibilities & Duties

Administrative Support to Senior Pastor

The Office Coordinator responsibilities provides support to the Senior Pastor and Pastoral Staff Person in the following areas:

Manage the Senior Pastor’s calendar for appointments, meetings, and travel.

• Provide administrative support to the Senior Pastor (including correspondence, reports, files, etc.)
• Coordinate and organize daily office activities and operations and direct the workflow within the Senior Pastor’s office, as appropriate to minimize the demands on the Senior Pastor.
• Provide hospitality support, arrange meals, accommodations, and logistics for meetings, events, guests, and programs hosted by the Senior Pastor.
• Maintain the daily and long-term schedule of activities for the Pastor’s office, including calendar, travel schedule, accommodations, and conferences, and provide back-up materials, special arrangements and transportation related to these activities.
• Ensure consistent customer service delivery in a collaborative and solutions-based capacity to all levels of staff and volunteers.
• Provide support to the Senior Pastor in managing personal appointments and schedule.
• Perform confidential tasks and special projects as needed.
• Other duties as assigned by the Senior Pastor.

Administrative Office Coordination

The Office Coordinator provides administrative direction, supervision, coordination and support to the Administrative Staff/Volunteers and Ministry Leaders.

• Provide coordination and support of weekday operations of the church office in directing and supporting the Administrative Staff/Volunteer in duties such as scheduling, copying, mailings, data entry and special projects.
• Coordinates the church ministry calendar with the Administrative Assistant to ensure the calendar is up to date.
• Send in help desk tickets when technology issues arise.
• Order office supplies, postage, and kitchen supplies.
• Ensure that office equipment is maintained. Arrange for repairs as needed.
• Order communion wafers, cups and other worship supplies as needed.
• Coordinate and supports events such as Sunday prayer schedule, baptisms, Discover, fellowship events and other special events under the direction of the Chief Operations Officer and Senior Pastor. Includes, but is not limited to, ordering food, ordering supplies, printing out certificates, picking up food, providing for room set-up, receiving and allocating payments and coordinating volunteers as requested.
• Oversee the admin staff/volunteer that receive, and direct phone calls are in a friendly and helpful manner. Maintain a phone messaging system.
• Coordinate and produce all church mailings and organize a team of volunteers to assist, as needed.
• Ensure that filing, entering data, and other office duties are completed by the Administrative Assistant.
• Support Ministry Leaders requests for ministry supplies or requests.
• The Office Coordinator will perform other duties as needed.

Personal/Spiritual Growth

The Office Coordinator applies faith to daily life and transforms spheres of influence with the purpose of leading others to Christ.

• Attend weekly worship service and maintain a consistent devotional prayer life.
• Participate in growth opportunities both within and outside the congregation such as conferences, seminars, workshops, and small groups Bible study.
• Take advantage of at least one yearly opportunity to improve the professional skills described above.
• Maintain a healthy lifestyle by balancing work and personal commitments.

MINIMUM QUALIFICATIONS

• A clear testimony of faith and a vital, personal, and growing relationship with Christian beliefs evidenced by attitude and behavior.
• Demonstrated ability to embrace and adapt to growth, change, innovation, and creativity.
• Demonstrated use of appropriate judgment in the areas of discretion, sensitivity, and leadership.
• Demonstrated ability to create positive working relationships with a diverse group of people and volunteers including gender, ethnicity, age, culture, and skill level differences.
• Strong work ethic and commitment to excellence.
• Maintain cooperative, healthy, and motivating relationships with leadership team, colleagues, and volunteer
• Excellent customer service, interpersonal, verbal, and written communication skills.
• Proficiency in Microsoft Office Suite.

CORE COMPETENCIES REQUIRED

Hospitality: Generates a sense of hospitality; communicates with a sense of warmth, openness, and approachability; fosters natural connections between members of the church and with visitors; supports a culture of welcoming and belonging in the life of the church.

Interpersonal Skills: Establishes good working relationships with all others who are relevant to the completion of work; works well with people at all levels of the organization; builds appropriate, rapport; considers the impact of his/her actions on others; uses diplomacy and tact; is approachable; avoids communication triangles.

Attention to Detail: Consistently attends to the many small pieces, which must be assembled into an organization as a whole; follows up on missing or out of balance items; resolves unanswered questions needed to address a problem; keeps the larger picture in mind while tending to the smallest of details.

Aesthetic Awareness: Demonstrates a natural awareness about the effective organization of space for different purposes; possesses a natural orientation towards cleanliness and orderliness of space; appreciates the value and need for sacred space and knows how to physically tend to it.

Initiative: Enjoys working hard; is action oriented and energetic about worthwhile activities; not fearful of taking calculated risks; seizes opportunities; sets demanding but achievable objectives for self and others.

Integrity and Trust: Is seen as trustworthy by others; practices direct, honest and transparent communication; keeps confidence; admits mistakes; does not operate with hidden agendas; responds to situations with constancy and reliability.

Spiritual Maturity: Shows strong personal depth and spiritual grounding; demonstrates integrity by walking the talk and responding with constancy of purpose; is seen by others as trustworthy and authentic.

Spiritual Maturity: Shows strong personal depth and spiritual grounding; demonstrates integrity by walking the talk and responding with constancy of purpose; is seen by others as trustworthy and authentic.

EDUCATION, CERTIFICATIONS AND LICENSES

• A college degree in Business or related field is required.
• Five (5) to Seven (7) years’ experience in office administration and support of a senior leader.
• Database and computer software systems experience.
• Work experience in a church or non-profit preferred.
• Requires flexibility for occasional evening and weekend responsibilities.

Job Type: Full-time

Pay: $40,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance

Schedule:

• 8 hour shift
• Weekends as needed

Education:

• Bachelor's (Preferred)

Work Location: In person