Job Title:  Administrative and Programme Coordinator

Reports to: Executive Director

Hours: 28 hours; four days per week, Tuesday – Friday (9:00-16:00)

Job Purpose: (1) Acts as a point of contact for all people and groups coming into the church (2) initiates and carries out administrative tasks associated with the day to day operations of the church, its programmes and committees (3) participates in the coordination and evaluation of the work of the staff (4) identifies and undertakes special project.

Duties and Responsibilities

Acts as the point of contact for all people and groups coming into SJU

• Receives members and visitors in a professional and friendly manner and provides them with information as needed
• Manages requests for weddings, funerals, baptisms and other church events: follows up with arranging meetings, creating the necessary documents, and coordinating with all parties concerned
• Identifies whether the person needs to see the minister and arranges an appointment

Initiates and carries out administrative tasks associated with the day to day operations of the church, its programmes and committees

• Deals with all incoming communications
• Organizes and maintains the filing system and archives
• Manages office supplies, stationary and special print orders
• Ensures the accurate production of the Sunday Bulletin and other programmes for special services with the collaboration of all parties involved
• Assists the executive director with the quarterly production of The Circuit Rider
• Ensures the coordination of the Sunday coffee hour and other events: food supplies, special setups
• Manages the membership roll
• Prepares statistical reports
• Manages the promotional material and ensures its visiblity throughout the church
• Acts as a backup person for the accounting support service
• Supports the various church programmes (e.g.Open Door, Concerts)
• Manages all social media platforms under the guidance of the executiev director
• Participates in the development of various church projects and events
• Develops work plans associated with these projects and events
• Supports the work of the committees through reserving rooms, taking, distributing and filing minutes
• Able to serve as a short term, temporary replacement for the executive director as needed.

Participates in the Coordination and Evaluation of the Staff

• Works collaboratively with the maintenance staff and sexton
• Contributes to the performance appraisals of the maintenance staff and sexton
• Assists with the organization of church spaces (kitchen, lounge area, narthex) in conjunction with the Clerk of Session, the Chairperson of Stewards, and maintenance staff to ensure that they are functional, clean, and comfortabl

(4) Identifies and Undertakes Special Projects

• takes on special projects at the request of the executive director and/or identifies new projects for approval
• Assists the executive director with the production of reports, presentations, and briefs

Qualifications

• CEGEP diploma: administrative technician
• Previous experience in an administrative role
• Respects the UCC policies, procedures and culture
• Understanding of office management systems (Microsoft suite of products)
• Ability to speak and write in French and English
• Excellent interpersonal and communication skills; warm and welcoming personality
• Social media management skills
• Planning and time management skills
• Shows discretion and respects confidentiality
• Able to work collaboratively
• Ability to embrace diversity
• Initiative
• Sound judgment

Working conditions: fast paced environment with many complex issues. Occasional evening and weekend work.

The deadline to apply for this job is May 5, 2018. Please send CV to stjamesunitedmontreal.adm@gmail.com