Skip to content »

Administrative Assistant to Senior Pastor

First United Methodist Church is a community of faith seeking the transformation of the world by living out Jesus’ courageous love.  The history of First Church that we have inherited provokes each of us to prayerfully and actively learn about the difficult and complex issues that face humanity…trusting in God as our guide. As a community, we will care for each other and grow our faith through our lifetimes. Further we will challenge each other to question and think deeply through our worship, music, Bible study, Christian education, spiritual formation, fellowship, mission, and work for social, racial, and environmental justice. 

POSITION SUMMARY

The Administrative Assistant to the Senior Pastor is a part time position, averaging 20 hours per week, whose responsibility is to partner with the Senior Pastor in support of the church’s worship, pastoral care, and the congregation’s strategic initiatives.  It is expected that the incumbent will be highly organized, able to maintain strict confidentiality, and bring enthusiasm and hospitality to the role.

POSITION ESSENTIAL FUNCTIONS

Administration/Secretarial

  • Provide full administrative support including phone support, typing, reports, filing and distribution of correspondence
  • Monitor Senior Pastor’s email correspondence
  • Communicate with families and schedule appropriate meetings and events for baptisms/weddings/funerals 
  • Collect information and prepare baptismal certificates
  • Schedule and coordinate in-person, Zoom and hybrid meetings as requested
  • Notify participants of meetings, and their responsibilities and any changes in plans or schedules
  • Prepare and submit expense reports
  • Follow up on required paperwork for Garrett Seminary student interns
  • Gather details and prepare statistical reports for District and Conference
  • Proof, print and edit sermons as needed for archives
  • Proof and edit Grace Note and other communications to the congregation/community
  • Collaborate with Senior Pastor in creating social media presence (blog, podcasts, etc.)
  • Assist Pastor’s Advisory Team as directed

Worship

  • Prepare and manage full responsibility for logistics of special services:  Lent, funerals, etc., including coordinating details of building availability and access, musicians, hospitality, custodian, internment in Memorial Garden, etc.
  • Assist in recruiting and scheduling worship volunteers
  • Assist in preparing and communicating information and instruction for worship leaders 
  • Prepare, print and publish bulletins for special occasions of weddings and funerals
  • Order and obtain Communion elements and equipment as needed

Pastoral Care

  • Arrange calendar and assist with scheduling pastoral care visits, both short- and long-term care
  • Monitor weekly Welcome Folder and alert Senior Pastor of pastoral needs
  • Inform congregation of death in the Beloved Community
  • Under direction of Senior Pastor work with the altar flower coordinator
  • Promote and foster caring relationships with congregants, constituents and community members
  • On-call for emergencies
  • Additional duties as assigned

 

POSITION REQUIREMENTS

Education:

  • A high school diploma or GED equivalent (college degree preferred)

Experience:

  • At least 5 years of clerical, administrative duties (faith-based experience is a plus)

Technical Skills:

  • Must have intermediate to advanced MS 365 proficiencies
  • Exceptional command of written and spoken language

Personal Skills:

  • Must be highly organized
  • Ability to keep information strictly confidential
  • Strong customer service orientation
  • Must be able to handle multiple projects, changing priorities and a continually heavy workload
  • Exceptional communication skills in all forms:  written, in person, via phone, email, virtually
  • Confident and secure in the ability to add value to the work of the church
  • Engaging and compassionate personality
  • Must have a sense of humor and the ability to have fun while doing important work
  • Must be supportive of the work and mission of First United Methodist Church of Evanston, a Reconciling Congregation

Scheduling Requirements

  • An average of 20 hours per week
  • Sunday mornings in office are required (with reasonable exceptions approved in advance)
  • Able to work remotely, except Sundays, and will need to participate at least weekly in face-to-face meetings with the Senior Pastor
  • Thursday hours are required to prepare for Sunday services
  • Other days and hours are reasonably flexible

TEAMWORK APPROACH

A detailed list of position responsibilities is defined so that expectations are clearly communicated.  However, it is rarely possible to provide a list that will capture all possible projects and assignments.  Staff members are expected to assist with additional assignments that may be requested by direct supervisors, and to lend assistance to other members of the staff, when appropriate.

Interested applicants should should send their resume and letter of interest to fumcsearch@gmail.com.

City: 
Evanston
State: 
Illinois
Employer: 
First United Methodist Church
Job Type: 
Part-Time
Job Category: 
Administrative Ministry
Denomination: 
United Methodist Church (UMC)