TITLE OF POSITION:
Assistant to the Dean - Administration

POSITION:
Salaried—40 hours per week, Monday through Friday
(Some evening and weekend hours to meet with parish committees

ACCOUNTABILITY:
Dean & Rector

OBJECTIVE:
To oversee the overall management and operations of the church office to coordinate and facilitate the flow of communications among staff, lay leadership, and parishioners, to introduce new and make use of current technologies to enhance productivity, and encourage better communication throughout parish life, to practice a spirit of radical hospitality in all efforts.

JOB REQUIREMENTS AND SKILLS

• Views the position as an opportunity for ministry as well as a job.
• Ability to work with all different types of people, including those in need or crisis, in a positive, compassionate, confidential and dignified manner.
• Ability to interact professionally and foster a positive work environment for clergy, staff and volunteers.
• Ability to supervise an office staff of paid employees.
• Ability to recruit, nurture and supervise office volunteers.
• Excellent project management skills, ability to multi-task and work in a dynamic environment.
• Above average interpersonal skills and ability to collaborate and communicate with various committees of the Cathedral.
• Meet the public tactfully and courteously to: schedule space and time use of the Cathedral.
• Computer literacy in Microsoft Office suite of software: Word, Excel, Outlook, Publisher, PowerPoint ,Data Base Software, Adobe Products, Web based communication technologies
• Act as first line of hardware trouble shooting including printers, computers, projector, FAX,
• Experience with Web-page management
• Must pass Criminal Background Checks

SPECIFIC RESPONSIBILITIES:

A. Manage Office

1. Supervise the Bookkeeper, church secretary, office volunteers, and any other personnel that may become part of the administration staff.
2. Recruit and hire new staff and office volunteers for the above positions, in coordination with the Dean & Rector.
3. Coordinate the use of the building by groups within and outside the parish and assign appropriate rooms for scheduled meetings.
4. Serve as liaison between the office and groups within and outside the parish.
5. Responsible for negotiating, recommending and managing office equipment and maintenance agreements: copier, metering, phone system, computer equipment etc.

B. Communications

1. Manage receptionists and be a resource for those coming into the building.
2. Ensure voice mail system is up to date and user friendly.
3. Assist with design and development of brochures, newspaper advertisements (weekly, Easter, Christmas), posters, postcards.
4. Assure distribution of the parish newsletter and other periodic parish publications, including supervision of volunteers.
5. Keep the directory up to date, publish as needed.
6. Explore photo directory.
7. Explore and institute the use of e-mail as a standard form of communication.
        a. Act as resource and change agent to staff.
        b. Shared calendars
8. Manage the website
        a. Ensure that data is up to date and user friendly
        b. Continually improve the web site

C. Clergy and Program Support

1. Assist the Dean & Rector and all other clergy, program staff, and lay leadership in a manner intending to make efficient use of their time and gifts.
2. Provide support for the Vestry and prepare documents necessary to carry out the business of the Vestry.

D. Contribute to Development of Staff

1. Attend and participate in weekly Staff Meetings.
2. Develop office staff and volunteers through training, performance reviews and regular developmental contacts.
3. In consultation with the Dean & Rector, attend such classes that would strengthen the ministry of Administration for the parish.

E. Personnel

1. Management of all insurance programs.
2. Coordinate Safeguarding God’s Children, background checks for all staff and volunteers
3. Personnel consultant to staff
4. Vacation management
5. Maintain clergy and staff time calendar

F. Purchasing

1. Maintain an inventory of office supplies and place orders for those supplies needed to carry out the work of the office.
2. Order the supplies and materials as requested and approved by the clergy or other appropriate persons responsible for these items.
3. Research ways to reduce costs of office supplies.

G. Office Equipment

1. Maintain office equipment.
2. Recommend addition to and/or upgrades to computers, copiers, and other office equipment to maintain maximum efficiency of the office staff.
3. Ensure continued compatibility of computer programs.
4. Do weekly anti-virus updates.

To Apply: