Job Opportunity: Office Administrator

The ideal candidate will be able to begin in late May, 2024. The position is 18 hours per week, most of which will be onsite at 1774 Queen St. E. Some flexibility in scheduling hours

Compensation: $25/hour.

Apply: Please email your application containing a cover letter that highlights experience and skills germane to the job description, your resume, and the names and phone numbers of three professional references to peter.haresnape@tumc.ca. Applications will be reviewed as they arrive until the position is filled.

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Job Description

Purpose       

To provide administrative services for Toronto United Mennonite Church.

Supervision  

The Office Administrator is supervised by the Team Lead. The Office Administrator will be subject to a performance review after the first three months of employment, with annual reviews thereafter.

Hours           

18 hours per week with the possibility of working remotely at times (all  to be determined).

Dress code

Business casual

Overview    

TUMC is a Christian, faith-based organization that welcomes all persons, including members of LGBTQ2+ and BIPOC communities, into full participation. The Office Administrator will support the mission of the church. The Office Administrator is the information hub of the church and a regular presence on the ground at the church building. Organizational skills, flexibility, and problem-solving skills are important as the tasks are many and varied. Interpersonal skills are important, as are intercultural skills.

Requirements

• Administration experience, computer skills, personal maturity and confidence.
• Organizational – ability to manage deadlines, triage emails and requests, and keep track of the status of tasks related to the functioning of the church office and staff.
• Technical – capability in email, MS Word, Excel, Powerpoint, WordPress, Google Docs and Google Drive, Zoom, Audacity (audio editing), Mailchimp, (or ability to learn new software) are required. Familiarity with website design, and database (spreadsheet) management.
• Personal Initiative (autonomy) – prioritizing and sharing information within the congregation; frequently working alone; identifying issues that arise and arranging to have them attended to.
• Able to take direction from the Team Lead, and other staff and pastors, as well as leaders in the congregation, mainly the Board Chair and coordinators of committees.
• Attention to detail – ensure records and information are correct, messages are returned, the physical space is neat; ensure posted information about TUMC is kept up-to-date
• Communication – Written and spoken English-language proficiency required. Able to prioritize, compose, and edit announcements.
• Familiarity with the Mennonite Church locally, regionally, and nationally is welcome but not a requirement for hire.
• Interpersonal skills – able to communicate effectively and courteously with colleagues, church members, and the general public. Comfortable interacting with marginalized people who come to the church for assistance.
• Adherence to confidentiality of sensitive information.
• Required to abide by the Safe Church Policy.

Duties:

1. Reception: Be present in the building to handle mail, phones, return calls, greet visitors, maintain bulletin, photo boards, and mail folders; coordinate pick-ups, deliveries, and service visits.
2. Pastor support: Maintain a supply of grocery cards and distribute for local relief. Other occasional duties at pastors’ discretion.
3. Communication and Records Management: Prepare and disseminate weekly announcements; assist with the preparation of slide presentations; keep church calendar updated, and book event spaces  Edit and upload audio of weekly worship services, and service information. Tabulate weekly attendance, and report on copyright. Update and maintain the church’s main database and member listings. In collaboration with the Board Secretary, ensure the website is organized and updated. Manage office, coffee hour and worship supplies, petty cash, subscriptions, and library acquisitions. As needed, manage and maintain member name tags, mail folders and photo board; assist Board Secretary in creating the Annual Report book, tracking births, deaths and membership lists. Maintain hard and soft copies of church records, meeting minutes, financial documents. Record expenses for Staff Team.
4. Property Administration: Perform administrative tasks for the building management committee (TUMC shares our building with two other organizations). Inspect the building and monitor the parking lot. Maintain property documentation, logistics and schedules, in coordination with building partners and Staff Team. Maintain a list of keyholders and codes for the building, in coordination with the security company and congregational representative. Serve as TUMC point person for property issues arising at 6 Lark property.