Membership and Administrative Assistant – full-time
The Membership and Administrative Assistant at All Souls will be responsible for supporting the congregation and congregational group leaders as well as for nurturing a dedicated membership that feels welcome, included, and generous in their participation in the church and its activities. The person in this position will report directly to the Associate Minister to create a vibrant sense of participation in the church and its activities, and will spend part of their time supporting generosity efforts. This is a full-time position that includes responsibilities on Sundays.
Welcome, Programming, and Membership-Related Responsibilities (approximately 70% of weekly workload):
- Participate in the life of the church by attending church and coffee hour on Sundays. Serve as primary first contact for newcomers and visitors. Sundays off must be arranged in advance with supervisor.Ensure that Sunday morning set-ups are complete for worship and welcoming, including collection plates, podcast recorder, video screen/s, sound-system settings, door openings, earphone distributions.
- Serve as a welcoming presence. Model and encourage a culture of welcoming among the church membership.
- Identify and connect with visitors who are interested in learning about membership; make them aware of new member offerings, and be available to connect them to activities and groups in which they express interest.
- Work to encourage members to expand their engagement at All Souls by regular forms of outreach (calls, email and monthly bulletin; other as determined), and promote volunteer opportunities. Maintain regular communication with Ministers, committees and social groups to determine opportunities for member engagement.
- Develop and support hospitality practices and initiatives such as leading the monthly bagel brunch activities, as well as coordinating coffee servers, recruiting welcome table volunteers, helping newcomers obtain nametags.
- Take the lead in organizing:
- Coordination of Volunteer Ushers, Collection Counters, and Welcome Table Volunteers from amongst the members of the congregation to assist on Sunday mornings, and for other special worship occasions including Sundown, holidays, and occasional memorial services.
- Co-coordination of membership ceremonies and new member receptions, in close communication with Senior and Associate Ministers.
- Recognition of volunteers.
- Setting-up appointments for new members to meet with the Senior and/or Associate Minister
- Track the progress/numbers of interested newcomers transitioning to active membership.
- Take note of any pastoral care needs to share with ministers.
- Periodically write a column for monthly bulletin and website to encourage culture of welcome and orientation to Unitarian Universalism, promote activities for members, recognize volunteers, and increase visibility of members. Coordinate with Associate Minister and Asst. Minister for Lifespan faith Development for rotating bulletin column writing schedule.
- Work with Communications Director to ensure Welcome materials are maintained in pamphlet racks, bulletin boards, and on Welcome Table. Associate Minister will prepare or direct the content of such materials.
- Assist with the coordination of recruiting, thanking, and collecting the writings of congregants for Opening Words.
- Liaise with congregational group leaders in a number of ways. Communicate to them about Annual Report deadlines and budget deadlines and provide publicity and clerical support as requested. Atend and assist with Pride team and Young Adults programming. Schedule, coordinate and supervise the Souls in Service and Souls in Fellowship Fairs semi-annually.
- Periodically provide support for special projects or events as requested; these will be accompanied by a clarification on which other duties may be set aside during the special project if outside the scope of normal workload.
- Meet regularly with Associate Minister, Executive Director, and attend monthly staff meetings.
Stewardship / Generosity Duties (approximately 20% of weekly workload):
expert “power user” of the church’s membership and fundraising database (REALM).
- Enter new member data into database
- Update member data as necessary. Record information on members’ needs, talents and interests.
- Create queries and reports from the database to analyze giving trends.
- Mail-merge letters, print labels and follow-up with returned mail.
- Update development materials for newcomer packets with Development Manager.
- Update Development Manager with full contact information of all attendees at newcomer classes, welcome workshops and those who have recently signed the membership book.
- Annually assist on preparation of the Stewardship Report (gathering and double-checking names).
Administrative Duties (approximately 5-10% of weekly workload):
- Provide administrative support to Ministers and Executive Director as needed.
- Handle normal correspondence, telephone calls and routine inquiries with congregants.
QUALIFICATIONS AND REQUIRED PROFICIENCIES:
- Excellent interpersonal skills including: approachability and personal warmth, ability to nurture volunteers, tact and good judgment, ability to listen compassionately.
- Experience in volunteer management, ideally working within or volunteering in a church community.
- Strong written and verbal communication skills, including public speaking skills.
- Interest, experience and strength in issues of anti-racism, anti-oppression, multiculturalism/intersectionality (ARAOMCI).
- Ability to handle sensitive and confidential information with complete discretion.
- High level administrative experience in a busy office environment. Ability to prioritize an ever-changing workload, manage several projects simultaneously and meet deadlines. Good time management skills.
- High level of computer literacy and ability to acquire strong working knowledge of computer applications with minimal instruction. Microsoft Office suite, database familiarity, social media savvy. Knowledge of ACS/REALM a plus.
- Qualifications may be met as a result of lived experience, volunteer work, professional experience, and/or formal or informal training. The ideal candidate will have a Bachelor’s degree and an interest in non-profit, faith-based work.
Compensation: This is a full-time, exempt position. Salary depends upon level of experience; range is anticipated to be between $45,000 – $50,000/year or commensurate with experience. Benefits include health, dental, life and disability coverage as well as a pension of 10% of gross salary after 1 year. Being present and on-site on Sundays is mandatory.
If you are excited about this role, but are unsure whether you meet 100% of the requirements, we encourage you to inquire and/or apply.
Send cover letter and résumé to:
Subject line: Membership and Administrative Assistant
No phone calls, please.
People with disabilities, people of color, indigenous people, Hispanic/Latinx, and LGBTQ candidates are encouraged to apply. All Souls is committed to developing a diverse and talented staff team.